Secretary (Senior Director) - K-12 Academic Enhancement

About the role

Provides direct support and secretarial duties for Senior Director of K-12 Academic Enhancement. Responsible for scheduling, writing correspondence, emailing, providing customer service to visitors, routing phone calls, processing staff time records, responding to inquiries and requests, and managing and maintaining budget and payroll functions.

Responsibilities

• Performs secretarial duties while prioritizing and completing tasks in a timely manner.
• Provides administrative support to the Senior Director of K-12 Academic Enhancement, Director of Advanced Learning Services, and Director of English as a Second Language (ESL).
• Maintains K-12 Academic Enhancement departmental general ledgers; creates budget transfers as needed; creates and processes purchase order and direct pay requests; orders, receives and distributes supplies for department; processes contracts, service agreements, and payments for agreements generated by Senior Director of K-12 Academic Enhancement; serves as liaison for non-public schools that participate in Title II funding.
• Communicates with school system staff and vendors concerning accounts payable items, as required to effectively clear outstanding financial obligations.
• Organizes and assists with logistics of various meetings for and within the department.
• Makes sure time records for departmental staff including leave requests and reports are processed; processes travel reimbursement requests for departmental staff; processes substitute teacher pay for teachers who attend professional development.
• Generates effective correspondence, presentations, reports, and other documents, as directed.
• Performs other related duties, as assigned.

Requirements

• High school diploma or equivalent;
• Five years of experience in a secretarial or related field;
• Experience in managing and maintaining budget and payroll functions;
• An associate’s degree or equivalent technical training;
• Experience using Oracle business applications;
• Secretarial experience in school or academic setting.

Qualifications

• Considerable knowledge of Microsoft Office, including Word, Excel, and PowerPoint;
• Effective time management and organizational skills;
• Excellent customer service skills with the ability to calmly route concerns to appropriate staff;
• Critical thinking and problem-solving skills;
• 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 understand, interpret, and apply specific rules and regulations governing the processing of fiscal documents, maintenance of financial records, and the preparation of fiscal reports;
• Ability to work independently without close supervision;
• Ability to establish and maintain effective working relationships with school system staff, students, parents, community groups, vendors, external agencies, and the public.

Skills

• Knowledge of Microsoft Office, including Word, Excel, and PowerPoint;
• Effective time management and organizational skills;
• Excellent customer service skills;
• Critical thinking and problem-solving skills;
• Clear and concise communication;
• Understanding of fiscal document processing and financial record maintenance;
• Independent work capability;
• Establishing and maintaining relationships with diverse stakeholders.

Benefits

N/A

Pay

TBD

Schedule

Monday-Friday (occasional evenings or weekends)