Secretary (Assistant Superintendent)

Wake County Public School System; Cary (NC); Hybrid; USD 42,000 - 56,000; Full time

Job summary

Wake County Public School System is seeking a Secretary (Assistant Superintendent)-Special Education to provide essential clerical support to the Special Education Services team in Cary, NC. The role involves scheduling, correspondence, phone routing, and customer service within a hybrid telework arrangement.

The ideal candidate has a high school diploma or equivalent, experience in a secretarial field, and strong MS Office skills.

Qualifications

• High school diploma or equivalent is required and experience in a secretarial field is preferred.
• Proficient with Microsoft Office (Word, Excel, PowerPoint) and Google Apps.
• Ability to handle confidential information and maintain discretion.

Responsibilities

• Performs clerical duties and provides administrative support to the Assistant Superintendent of Special Education.
• Processes departmental leave forms and handles accounting-related tasks (direct payments, purchase orders, purchasing card).
• Manages confidential information and correspondence; routes messages and maintains accurate records.

Skills

MS Office

Time management

Customer service

Confidentiality

Minutes recording

Independent work

Education

High school diploma or equivalent

Experience in secretarial field

Equivalent education/experience

Tools

Oracle

Google Apps

Job description

Overview

POSITION TITLE (Oracle title): Secretary (Assistant Superintendent)

WORKING TITLE: Secretary (Assistant Superintendent)-Special Education

SCHOOL/DEPARTMENT: Special Education Services

LOCATION: Crossroads II, Cary, NC

PAY GRADE: Noncertified Grade 25

FLSA STATUS: Nonexempt

ELIGIBILITY FOR EMPLOYMENT CONTRACT: No

WORK WEEK SCHEDULE: Monday-Friday (occasional evenings and weekends). Position is available for a Hybrid Telework workweek.

POSITION PURPOSE: Performs clerical duties and provides direct administrative support to the Assistant Superintendent of Special Education. Responsible for scheduling, writing correspondences, emailing, providing customer service, routing phone calls, and responding to inquiries and requests. Interacts with central office staff, school staff, and the general public, as needed.

Minimum Qualifications

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs):

• Considerable knowledge of Microsoft Office, specifically Word, Excel, and PowerPoint; Google Apps
• Effective time management and organizational skills
• Excellent critical thinking and problem-solving skills
• Excellent customer service skills with the ability to calmly route concerns to appropriate staff
• Ability to be discrete and maintain confidentiality
• Ability to pay strong attention to detail and a fundamental concern for the accuracy of information
• Ability to work independently without close supervision
• Ability to record minutes at meetings
• Ability to coordinate and complete multiple tasks simultaneously with deadlines
• 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

EDUCATION, TRAINING, AND EXPERIENCE:

• High school diploma or equivalent; AND
• Experience in a secretarial related field; OR
• An equivalent combination of education and relevant experience sufficient to successfully perform the essential duties of the job.

CERTIFICATION AND LICENSE REQUIREMENTS:

• Must hold and maintain a valid vehicle operator’s license according to the state of NC requirements and comply with WCPSS hiring requirements.

PREFERRED QUALIFICATIONS:

• Experience using Oracle business application
• Experience recording meeting minutes

Essential Duties and Responsibilities

• Performs clerical duties and provides administrative support to the Assistant Superintendent of Special Education
• Processes departmental leave forms, creates processes for accounting transactions (direct payments, purchase orders, and manages purchasing card)
• Handles confidential information/messages/documents and processes and/or delivers, ensuring accuracy
• Records department meeting minutes, as well as Director meeting minutes
• Schedules and coordinates meetings for the Assistant Superintendent
• Maintains and updates the Assistant Superintendent's calendar and arranges appointments
• Processes requests for staff development and conferences; makes travel and hotel arrangements, when needed
• Maintains physical and computerized office files
• Processes Family Medical Leave Act (FMLA) leave forms and Workers Compensation for the department
• Performs other related duties, as assigned

Work Environment / Physical Requirements

This position operates in a professional office environment with a noise level of mostly low to moderate. It routinely uses standard office equipment such as computers, scanners, and copiers. The role may require direct contact with school system staff, external funding agencies, and the community. Work is considered light physical work, requiring the exertion of up to ten pounds of force. The position occasionally operates automotive equipment.

EFFECTIVE DATE: 4/2024

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities of this position. They are not intended to be a comprehensive inventory of all duties, responsibilities, and skills required. This description may be revised by HR and approved at any time.