Secretary (Senior Director) - Talent Acquisition (This position is a repost. Candidates who applied earlier do not need to reapply.)

Overview

POSITION TITLE (Oracle title)

SECRETARY (SENIOR DIRECTOR)

WORKING TITLE

Secretary (Senior Director)-Talent Acquisition

SCHOOL/DEPARTMENT

Human Resources

LOCATION

Crossroads III, Cary, NC

PAY GRADE

Noncertified Grade 23

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:

Supports the Senior Director with budgetary processes and maintains departmental general ledgers for multiple budgets with multiple program report codes (PRCs). Audits monthly time sheets. Works with the finance department to process contracts and service agreements. Submits direct pays and invoices for recruitment travel and job fairs held through-out the United States. Assists with mileage reimbursements and hotel information. Completes contracts and submits payroll miscellaneous payment information for Future Teacher stipends. Supports job fairs, Student Teaching program, reserves facilities for multiple programs for HR through Community Use, submitting direct payments for custodian services. Supports staff development by setting up trainings through WakeLearns.

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Considerable knowledge of bookkeeping and accounting procedures (e.g., plan of record (POR), direct payment requests, budget transfers, etc.) and following purchasing practices and policy, as directed in the finance manual;
• Considerable knowledge of Microsoft Office, specifically Word, Excel (ability to create formulas and use graphics within Excel), PowerPoint, and Outlook; Google Apps;
• Excellent organizational skills;
• Excellent customer service skills;
• Effective time management 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 establish and maintain effective working relationships with school system staff, community organizations, and vendors.

EDUCATION, TRAINING, AND EXPERIENCE

• Associates degree from a regionally accredited college or university; AND
• Three years of experience in human resources or related field, bookkeeping; AND
• Experience in managing and maintaining budget and accounting/payroll functions.

An equivalent combination of relevant education, training, and experience which provides the knowledge, skills, and abilities necessary to successfully meet the essential duties of the position may be considered.

CERTIFICATION AND LICENSE REQUIREMENTS

None

PREFERRED QUALIFICATIONS:

• Experience using Oracle business applications;
• Experience in budgetary practices, including willingness to learn and follow the guidelines in the finance manual and information available through WakeConnect.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Works with Senior Director in maintaining budget ledgers and budget reports, keeping back-up documentation for auditing purposes.
2. Supports New Principal Academy, Assistant Principal Interns, Recruitment, Teacher of the Year, Principal/Assistant Principal of the Year Programs, Employee Excellence, Student Teachers Program, National Board-Certified Teachers Administrator, and the Student Teacher University Program.
3. Processes contracts, agreements, PORs, and direct payments for program needs of Talent Acquisition.
4. Balances and reconciles budgets each month within Oracle and works closely with the Senior Director and Finance ensuring expenditures have funds available/encumbered prior to purchases.
5. Works with the recruitment team submitting travel waivers, excess lodging forms, flight information, rental cars, mileage reimbursements, and submits direct payments for recruitment fairs for payment. Prepares travel packets for recruitment that include flight, rental car, hotel reservations, agendas, and itineraries, as well as afterhours emergency contact information should they have difficulty while out of town.
6. Works with the Administrator for Student Teachers, Future Teachers programs, supporting special events by processing contracts, service agreements, securing facilities through Community Schools, scheduling HVAC needs for support Saturday trainings throughout the year. Processes payroll for coaches, submitting all time sheets and back-up documentation of agendas, attendance, invoices and keeping all documents for auditing purposes.
7. Processes all direct pays and creates invoices for Future Teacher stipends, while working with finance and accounting to encumber funds for stipends, making sure all students have submitted vendor forms, are set up in Oracle, and all contracts have been signed and verified with approval signatures from the Senior Director, Chiefs, and the Finance Officer.
8. Performs other related duties, as assigned.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

This position operates in a professional office environment 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, staff members of external funding agencies, and the community. Work is considered light physical work, requiring the exertion of up to ten pounds of force.

EFFECTIVE DATE: 1/2026

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.