Secretary (Senior Director - Purchasing)

Overview

POSITION TITLE (Oracle title)

SECRETARY (SENIOR DIRECTOR)

WORKING TITLE

Secretary (Senior Director)-Purchasing

SCHOOL/DEPARTMENT

Purchasing

LOCATION

Rock Quarry Rd, Raleigh, 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 not eligible for Hybrid Telework Workweek

POSITION PURPOSE:

Performs secretarial duties and provides administrative support to the Senior Director of Purchasing. Provides support to school based administrative staff and interacts with Central Office staff, school staff and the general public.

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Considerable knowledge of Microsoft Office suites (including Teams, Outlook, Word, Excel and PowerPoint); Google apps;
• Considerable knowledge of budget, purchasing, and payroll procedures;
• Effective time management and organizational skills;
• Excellent customer service skills (listening, responding, communicating efficiently) with the ability to calmly route concerns to appropriate staff while complying with the confidentiality requirements;
• Ability to work independently without close supervision;
• 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, external agencies, and the public.

EDUCATION, TRAINING, AND EXPERIENCE

• High school diploma or equivalent;
• Experience in a secretarial or related field.

CERTIFICATION AND LICENSE REQUIREMENTS

None

PREFERRED QUALIFICATIONS:

• Experience using Oracle business applications;
• Experience in finance or accounting;
• Knowledge of WCPSS procedures and processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Performs secretarial duties and provides administrative support to the Senior Director of Purchasing.
2. Serves as the backup for the department's receptionist, as needed.
3. Responsible for digitally routing vendor contracts.
4. Handles confidential information, messages, documents, and processes.
5. Processes payroll for the Purchasing department.
6. Runs monthly budget reports, reconciles budget ledger, manages purchase orders and prepares invoice payments.
7. Assists school administrators and secretaries by providing answers to varied questions and/or directing them to appropriate personnel.
8. Purchases office supplies, equipment, and miscellaneous items (i.e. books, pens, banners, etc.).
9. Responsible for organizing and managing the department's inventory of supplies.
10. Answers and/or routes Let's Talk communication assigned to Purchasing.
11. Generates and proofreads correspondences, presentations, reports, and other documents, as requested.
12. Serves in a help desk support role for the department.
13. 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: 1/2025

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.