Executive Secretary- Instructional Services Department

Chapel Hill- Carrboro City Schools

Job Description

Job Title: Executive Secretary - Instructional Services Department

Salary Schedule: Classified; CHCCS Salary Page

Reports To: ISD Executive Directors

Salary Grade:

Work Location: Lincoln Center

FLSA Status: Nonexempt

Work Schedule: 12 Month

Position Summary

Seeking a highly motivated individual who enjoys a busy work environment, is able to multitask effectively, and enjoys interacting with people in person, on the phone, and through email. This position handles much of the department's budget requisitions and works to complete items to ensure the timely delivery of board materials. Exceptional customer service is a must!

Essential Duties

• Greets all visitors/candidates courteously, verifies appointments, and directs or escorts them to the proper person

• Follows all state and local fiscal policy guidelines

• Obtain quotes and process purchase orders for a large budget

• Track expenditures and ensure vendors are paid in a timely fashion

• Ensure all payments are made before a new fiscal year

• Generate Monthly Financial reports

• Organize and maintain accurate records for audits

• Compose contracts and work with Board Clerk for timely delivery of materials.

• Process paperwork for professional development, reimbursements, etc

• Coordinate required staff travel arrangements

• Attend district bookkeeper meetings

• Record Professional Learning CEUs for staff

• Assist staff with inventory and recording asset documents

• Assist staff with meeting planning (booking locations, working with vendors, coordinating details)

• Provide secretarial support for the Instructional Services Department

• Responds appropriately to in-person, telephone, and e-mail requests from district personnel as well as from the general public

• Prepares and maintains confidential material relative to student privacy

• Perform related duties as assigned by the supervisor

• Maintain compliance with all district policies and procedures

• Other Duties as assigned by supervisor.

Education/Experience Requirements

• High school diploma/GED required

• Advanced data/word processing/electronic organizational skills

• Event planning experience preferred

• Education should reflect accounting or business coursework.

• Prefer applicants with Excel credentials or Excel experience in managing a budget

• Such alternatives to the above as the Board may find appropriate

Physical Requirements

• Ability to withstand full days of screen time

Disclosure

This document provides descriptive information about the above Chapel Hill-Carrboro City School position. Work actually performed by incumbents in this position may vary. Although this document may be used for recruiting, staffing, or career planning, the information contained herein should only be used as a guideline or recommendation for the content of and qualifications for this position. An individual's ability to meet the qualifications and capabilities described in this document is not a guarantee of employment or promotion. Chapel Hill-Carrboro City School reserves the right to make changes to this document as deemed necessary without providing advance written notice.

Approved By: _____________________ Date Created/Revised: 1/9/2024