Executive Secretary

SUMMARY

Dayton Public Schools is currently recruiting for the position of Executive Secretary. This is a Direct Support Specialist (DSS) position responsible for supporting the clerical and administrative needs of the Internal Auditor. An incumbent in this position will provide day-to-day support to the Internal Auditor in the fulfillment of their duties, manage calendaring, prepare documentation and reporting, and assist in the management of the department’s budget.

QUALIFICATIONS
Requirements

• Must be a U.S. citizen or have the legal right to work in the U.S.
• Must be able to pass a criminal background check
• Associate degree and 4 years of related experience, or an equivalent combination of education and experience (6 years of total education and experience)

Knowledge & Experience

• Demonstrated experience supporting department operations / activities
• Public sector experience preferred
• Microsoft Office expertise (Word, Excel, and PowerPoint
• General internet and IT systems knowledge
• Research and document review/editing experience
• Able to design department materials as necessary

ESSENTIAL DUTIES AND RESPONSIBILITIES
(Incumbent performs a majority of the following duties)

The Dayton Way

• Screen calls and mail, responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to the relevant team member.
• Maintain control records on incoming correspondence and action documents.
• Coordinate appointments and meetings for team members. Maintain schedules and calendars of events for the Internal Auditor and the overall department.
• Respond to general inquiries from employees, other departments, the Ohio Department of Education, attorneys, vendors, and the general public. Provide /share the appropriate information as directed.
• Assist in the allocation and assignment of work to team members as directed by the Internal Auditor. Follow up on work-in-progress to ensure timely response / action.

Clerical Support

• Screen calls and mail, responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to the relevant team member. Maintain control records on incoming correspondence and action documents.
• Coordinate appointments and meetings for designated administrators. Maintain schedules and calendars of events for the designated administrator and overall office.
• Respond to general inquiries from employees, other departments, the Ohio Department of Education, attorneys, vendors, and the general public. Provide/share the appropriate information as directed.
• Assist in the allocation and assignment of work to team members as directed by the designated administrator. Follow up on work-in-progress to ensure timely response / action.
• Organize and execute miscellaneous office projects for team members.

Documents and Reporting

• Compose and prepare routine correspondence, reports, memoranda, newsletters, presentations, and other communications.
• Update, revise, and produce reports and correspondence from rough drafts.
• Obtains appropriate signatures on correspondence and forward documents to appropriate departments for processing.
• Prepare reports, logs, agendas, and other documents for distribution by copying, collating, and binding materials.
• Maintain complete confidentiality of all information.
• Design materials for Audit Committee meetings.

Budget

• Maintain and reconcile records in support of department expenses. Submit payment requests to appropriate budget accounts and direct payment of bills/accounts as authorized by the designated administrator.
• Assist the designated administrator in the oversight and management of vendor contracts. Review department contracts and determine whether vendors are meeting their performance commitments per the terms of the agreements. Identify expiring contracts and coordinate reviews to determine whether contracts should be renewed. Raise issues for the designated administrator to resolve.
• Assist in the planning and administration of the department budget. Review past expenditures to forecast needed funds; prepare requisitions, vouchers, budget forms, and other treasury documents as directed; review and reconcile department expenses with the approved budget.
• Coordinate and make travel arrangements for department staff as needed. Verify the availability of travel budget dollars. Track, prepare, and submit travel expenses and staff reimbursements for payment.

Administration

• Prepare monthly documentation of actions and activities for approval by the Dayton Public Schools Board of Directors. Submit documents by set deadlines to facilitate timely approval
• Create, distribute, and maintain standard templates and forms for department communications.
• Collaborate with team members in the development of procedures, processes, and systems to support the effective operation of the department.
• Enter, edit, and update data records in IT systems. Access systems to view information and run reports as needed.
• Research market information and confirm background information on special projects and audits.
• Perform other duties and complete special projects as assigned.

CORE BEHAVIORS & COMPETENCIES

Job-specific

• Effective oral, written, and interpersonal communication skills
• Maintaining confidentiality
• Attention to detail and results oriented

PHYSICAL ATTRIBUTES/DEMANDS

• Able to sit and stand for extended periods of time.
• Exhibits manual dexterity to enter data into a computer.
• Able to see and read a computer screen and printed material with or without vision aids.
• Hear and understand speech at normal levels, outdoors and on the telephone.
• Speak in audible tones so that others may understand clearly.
• Physical agility to bend, stoop, climb stairs, walk, reach and lift up to 25 pounds.

WORK ENVIRONMENT

• Duties are normally performed in an office environment.
• The noise level in the work environment is usually moderate.