Secretary to District Finance Officer

Overview

POSITION TITLE (Oracle title)

SECRETARY (ASSISTANT SUPERINTENDENT)

WORKING TITLE

Secretary to District Finance Officer

SCHOOL/DEPARTMENT

Finance

LOCATION

Crossroads III, 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 not available for a hybrid telework workweek

POSITION PURPOSE:

Provides comprehensive administrative and operational support to the District Finance Officer. Responsibilities include scheduling meetings; processing bank deposits; supporting budget reconciliation; preparing written correspondence; and assisting with contract administration and reporting. Provides customer service to visitors, routes telephone calls, and responds to inquiries and requests. Interacts regularly with central services staff, school-based personnel, and members of the public in support of district operations.

MINIMUM QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Considerable knowledge of Microsoft Office, specifically Word, Excel, and PowerPoint; Google Apps;
• Knowledge of bookkeeping/accounting procedures and budget principals;
• 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 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 pay strong attention to detail and a fundamental concern for the accuracy of information;
• Ability to work independently without close supervision;
• Ability to coordinate and complete multiple tasks simultaneously with deadlines;
• Ability to establish and maintain effective working relationships with school system staff, parents, external agencies, and the public.

EDUCATION, TRAINING, AND EXPERIENCE

• Associate degree or equivalent college, business, or technical school training;
• Experience in secretarial or administrative related field;
• An equivalent combination of education and relevant experience sufficient to successfully perform the essential duties of the job.

CERTIFICATION AND LICENSE REQUIREMENTS

None

PREFERRED QUALIFICATIONS:

• Knowledge of WCPSS's financial systems and process;
• Experience using Oracle business applications;
• Excellent public relations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Provides comprehensive administrative and operational support to the District Finance Officer.
2. Handles confidential information, messages, documents, and processes.
3. Prepares and sends Finance communications.
4. Responsible for bank deposits - daily or as needed.
5. Processes payroll within the Finance Department.
6. Runs monthly budget reports and tracks and reconciles budget ledger.
7. Manages purchase orders and prepares invoice payments.
8. Purchases office supplies, equipment, and miscellaneous items.
9. Generates and proofreads correspondences, reports, and other documents.
10. Facilitates travel arrangements and conference registrations for the Finance Officer, as requested.
11. Assists central services and school staff by providing answers to varied questions and/or directing them to appropriate personnel.
12. 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.