Secretary (Senior Director) - Counseling and Student Services

Overview

POSITION TITLE (Oracle title)

SECRETARY (SENIOR DIRECTOR)

WORKING TITLE

Secretary (Senior Director)-Counseling and Student Services (CaSS)

SCHOOL/DEPARTMENT

Counseling and Student Services

LOCATION

Crossroads II, Cary, NC

PAY GRADE

Noncertified Grade 23

FLSA STATUS

Nonexempt

ELIGIBILITY FOR EMPLOYMENT CONTRACT

No

WORK WEEK SCHEDULE

Monday-Friday (occasional evenings or weekends) Position is eligible for hybrid telework workweek

POSITION PURPOSE:

Performs secretarial duties for the CaSS department, by providing direct support to the Senior Director, the Director of School Counseling, and other Directors as assigned. Responsible for scheduling, writing correspondence, emailing, providing customer service to visitors, routing phone calls, processing staff time records, and responding to inquiries and requests.

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 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 work independently without close supervision;
• Ability to establish and maintain effective working relationships with school system staff, parents, community groups, vendors, external agencies, and the public.

EDUCATION, TRAINING, AND EXPERIENCE

• High school diploma or equivalent;
• Five years of experience in a secretarial or related field;
• Experience in managing and maintaining payroll functions.

CERTIFICATION AND LICENSE REQUIREMENTS

None

PREFERRED QUALIFICATIONS:

• Associate's degree or equivalent technical training;
• Secretarial experience in Central Services, a school, or academic setting;
• Experience using PowerSchool, Oracle, Oasis, and Electronic Access to Student Information (EASi).

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Performs secretarial duties while prioritizing and completing tasks in a timely manner. Provides support to the Senior Director of CaSS, the Director of School Counseling, and other Directors as assigned.
2. Serves as the initial contact person for visitors, and answers incoming phone calls from parents and others seeking information regarding counseling and student services' programs.
3. Generates effective correspondence, reports, and other documents, as directed.
4. Prepares statistical reports for the CaSS department; manages spreadsheets; maintains hardcopies and electronic filing system.
5. Organizes and assists with logistics of scheduling various departmental meetings. Prepares travel arrangements for the senior director and assigned directors traveling outside of Wake County.
6. Monitors and processes time records for staff including leave requests and reports; processes travel reimbursement requests for the senior director, assigned directors and other CASS Central Services staff.
7. Creates and maintains department and counselor directories, calendars and Board precis documents.
8. Purchases office supplies, equipment, and miscellaneous items (i.e. books, pens, banners, etc.).
9. Assists the senior director with budget inquiries in Oracle, as needed.
10. Organizes and prepares information needed for the Spotlight on Students recognition program.
11. Maintains the CaSS website and Scholarship Plus website by submitting updates, as needed.
12. Performs other related duties, as assigned.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

This position operates in a professional office and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, scanners, and copiers. The position, at times, must be able to come into direct contact with school system staff, parents, staff members of external agencies, and the community. Work is considered light physical work, requiring the exertion of up to ten pounds of force.

EFFECTIVE DATE: 9/2024

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