Secretary - Chief Technology Officer

About the role

The Secretary (Chief Officer) supports the Chief Technology Officer (CTO) in managing sensitive and confidential information in a dynamic, fast-paced environment. They serve as a key point of contact for the Technology Services Department, independently handling internal and external inquiries with professionalism, discretion, and sound judgment.

Responsibilities

• Manages and maintains the CTO's calendar and schedule.
• Captures and coordinates meetings, appointments, and required materials.
• Prepares agendas, reports, and meeting minutes.
• Serves as the primary point of contact for the CTO’s office.
• Responds to phone, email, and in-person inquiries professionally.
• Screens and routes correspondence and requests appropriately.
• Acts as a liaison between the CTO and internal and external stakeholders.
• Communicates clearly with staff, parents, vendors, and the public.
• Organizes and prioritizes multiple tasks in a fast-paced environment.
• Develops and maintains office procedures and records.
• Maintains accurate financial, payroll, and administrative records.
• Processes time sheets, leave requests, and payroll documentation.
• Presents and submits required reports on time.
• Collaborates in coordinating travel and conference arrangements.
• Supports budget tracking, purchasing, and invoice processing.
• Aids in audits, compliance, and reporting requirements.
• Assists with department projects and tracks action items.
• Maintains records related to technology assets and vendors.
• Assists with preparing communications and presentations.

Requirements

• Advanced knowledge in Microsoft Office applications, including Word, Excel, and PowerPoint, as well as Google Workspace tools.
• Working knowledge of basic bookkeeping and accounting practices, with an understanding of budgetary principles and processes.
• Strong organizational and time management skills, with the ability to prioritize, coordinate, and successfully manage multiple tasks while meeting deadlines.
• Excellent customer service skills, with the ability to respond professionally to inquiries and effectively route concerns to appropriate personnel.
• Ability to exercise discretion and maintain strict confidentiality when handling sensitive information.
• Ability to demonstrate exceptional attention to detail and a strong commitment to accuracy and integrity in all records and communications.
• Ability to work independently with minimal supervision, demonstrating sound judgment, initiative, and problem-solving skills.
• Ability to read, interpret, and communicate Board policies and administrative procedures, as needed.
• Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback.
• Ability to establish and maintain effective working relationships with school system staff, parents, external agencies, and the public.

Qualifications

• Associate’s degree from an accredited college or university in business administration or a related field.
• Three years of progressively responsible administrative or secretarial experience, preferably supporting executive-level leadership or within a public sector or technology-focused environment.
• Demonstrated experience managing complex schedules, preparing professional correspondence, maintaining records, and supporting fiscal or operational processes.
• An equivalent combination of education and relevant experience sufficient to successfully perform the essential functions of the position may be considered.

Skills

• Advanced knowledge in Microsoft Office applications, including Word, Excel, and PowerPoint, as well as Google Workspace tools.
• Working knowledge of basic bookkeeping and accounting practices, with an understanding of budgetary principles and processes.
• Strong organizational and time management skills, with the ability to prioritize, coordinate, and successfully manage multiple tasks while meeting deadlines.
• Excellent customer service skills, with the ability to respond professionally to inquiries and effectively route concerns to appropriate personnel.
• Ability to exercise discretion and maintain strict confidentiality when handling sensitive information.
• Ability to demonstrate exceptional attention to detail and a strong commitment to accuracy and integrity in all records and communications.
• Ability to work independently with minimal supervision, demonstrating sound judgment, initiative, and problem-solving skills.
• Ability to read, interpret, and communicate Board policies and administrative procedures, as needed.
• Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback.
• Ability to establish and maintain effective working relationships with school system staff, parents, external agencies, and the public.

Benefits

N/A

Pay

$18.50 - $22.50 per hour based on experience and qualifications.

Schedule

Monday-Friday (occasional evenings or weekends)