CO-4 Executive Director Secretary

Job Description Code: 10A.025

Division/Department: Clerical

Pay Grade: CO-4

Pay Type: Salaried; Non-Exempt

Retirement: TRS

Contract Work Year: 235 Days/40 Hour Work Week

Reports To: Executive Director

Evaluation Instrument: BEI

The Division of Human Resources is seeking a dynamic team member to join its Benefits and Risk Management team.  Candidate must possess excellent communication skills, be detail oriented, exhibit problem-solving and analytical skills, and possess a high level of proficiency in Microsoft Office specifically with Excel and Teams.

This position may include a variety of responsibilities, including, but not limited to: 

• Assist with processing benefits for employees on extended leave, including leave without pay.
• Assist with processing COBRA information for employees separating employment per federal requirements.
• Enter and maintain requisitions and purchase orders with MUNIS.
• Assist with benefits and HR data processing, reconciliation and analysis as related to billing, reporting and compliance.
• Assist in communication with vendor and in collection of data for annual insurance policy renewals for the district.
• Assist with review of Certificates of Insurance prior to vendor approval at the school and district level.
• Assist with tracking expenditures for annual budgeting purposes.

MINIMUM QUALIFICATIONS

Standard high school diploma or satisfactory completion of a General Education Development (GED) Testing Program; business or technical training with a minimum of two years of college preferred. Five years of secretarial/clerical work with experience within a school district preferred. Ability to establish an effective working relationship with staff and the public; excellent verbal and written communication skills; exercise independent judgment, and make decisions; advanced technology skills; must be able to work in a fast-paced environment; must be able to handle multiple tasks and diversified duties at any given time. 

GOAL

Perform a variety of responsible clerical assignments requiring independent judgment in the recording, disposition, and maintenance of critical information or records. Knowledge and ability to manage complex work cycles and varied work procedures and practices is necessary. Work is usually performed without assistance and with a review of results only. The employee may be required to check the work of other clerical staff, assist with routine details and advise other employees on how to handle work problems. 

REPRESENTATIVE DUTIES & RESPONSIBILITIES

• Successfully and independently, fulfill advanced secretarial/clerical duties and limited management responsibilities.
• Train colleagues as needed for successful department operation.
• Prepare correspondence, articles, reports, manuals and other materials on general or technical subjects; draft routine acknowledgments in response to inquiries not requiring a supervisor’s attention.
• Review the need for purchases and/or other resources in order to prepare appropriate purchase orders; and monitor the quality of all supplies, services and equipment.
• Assist with development of departmental budget and tracking and reporting of expenses.
• Work cooperatively with employees/stakeholders of purchased goods and services to ensure decisions are sensitive to needs.
• Coordinate all accounting processes to ensure accurate financial processing; type correspondence, articles, reports, manuals and other materials on general or technical subjects; draft routine acknowledgments in response to inquiries not requiring a supervisor’s attention.
• Examine, check and verify complex statistical and other reports for completeness and accuracy of computation; determine conformity to established requirements, and personally follow up on the more complicated discrepancies.
• Answer telephone, screen callers and refer to appropriate person; greet visitors, ascertain nature of business and direct visitors to appropriate person.
• Able to work in a fast-paced environment.
• Handle multiple tasks at any given time.
• Exercise a significant amount of authority to complete assigned duties with minimal review by the administrator.
• Arrange meetings, conferences and trips for administrators.
• Maintain data, records, statistics and other information, and prepare reports, as required.
• Assist in maintaining efficient office operations by providing clerical relief whenever and wherever needed.
• Interact effectively with the general public, staff, students, teachers, parents and administrators, using tact and good judgment.
• Operate standard office equipment such as word processor, copier, etc., as well as equipment developed from future technology, as required by the job.
• Duplicate, collate, and disseminate written materials to schools and appropriate personnel.
• Possess and maintain valid and appropriate license, certificate and/or credential as may be required for this position.
• Follow work scheduling and attendance requirements in a regular, predictable and punctual manner.
• Participate in required training programs to increase skills and proficiency related to the assignment.
• Review current documents, literature and technical source information related to job responsibilities.
• Ensure adherence to good safety procedures.
• Follow federal and state laws, as well as School Board policies.
• Perform other duties as assigned.

IMPORTANT NOTES

ESSENTIAL DUTIES

Job descriptions are designed and intended only to summarize the essential duties, responsibilities, qualifications, and requirements for the purpose of clarifying the general nature and scope of a position’s role as part of the overall organization. Job descriptions do not list all tasks an employee might be expected to perform, and they do not limit the right of the employer/supervisor to assign additional tasks or otherwise to modify duties to be performed – even if seemingly unrelated to the basic job. Every employee has a duty to perform all assigned tasks. (An employee who is assigned a duty or task believed to be unlawful should report the assignment to the Chief Human Resources Officer.) It should also be noted the order of duties/ responsibilities as listed in the job description is not designed or intended to rank the duties in any order of importance relative to each other. 

MINIMUM REQUIREMENTS

In filling a vacant position, preferred or required credentials regarding education, training, experience, and other bona fide occupational qualifications may be established. The credentials shown in this job description may be interpreted only as the minimum criteria existing at the time the description was developed. Other bona fide occupational qualifications and criteria may be utilized as needed in the selection process. 

Fringe Benefits

FICA is paid by the employee and matched by the School District. Temporary workers do not qualify for employee benefits.

Adopted: April 20, 2000

Revised: March 2005, July 2006, July 2008, March 2012, September 2012, November 2012, February 2017, July 2023