Department Secretary

Position: Department Secretary

Campus: Education Support Center/Public Relations Department

Wage/Hour Status: Non-Exempt

Immediate Supervisor: Director of Public Relations and Director of Education Foundation

Pay Grade: Per Compensation Manual

Days Employed: Per Compensation Manual

POSITION SUMMARY:

• Provide essential administrative support for the Public Relations and Community Engagement team while also assisting the Dickinson ISD Education Foundation
• Ensure the smooth operation of both departments by managing scheduling, budgeting, logistics, and technical support while contributing to district communication and fundraising initiatives

QUALIFICATIONS:

Education/Certification:

• High School Diploma or GED

 Special Knowledge/Skills:

• Administrative Skills
• Communication Skills
• Office 365 Software Proficiency
• Time and Resource Management
• Customer Service Support
• Attention to Detail
• Knowledge of Educational Policies and Procedures
• Multitasking
• Professionalism and Discretion
• Teamwork and Collaboration

MAJOR RESPONSIBILITIES:

Administrative Support & Scheduling:

• Manage the department budget and ordering for both the Communications Department and the Education Foundation
• Assist with managing the calendars of the Director of Public Relations and the Education Foundation Director, including scheduling meetings and coordinating event logistics
• Support both departments with data entry, financial records, and donor management
• Assist with paperwork for scholarships and follow-up with universities to ensure timely communication and processing
• Manage travel arrangements and expenses for the Public Relations and Community Engagement Department

Website & Technical Assistance:

• Serve as the first point of contact for website troubleshooting and user management inquiries, including password resets, page updates, and basic technical support
• Assist with maintaining web content and donor recognition updates for the Education Foundation

Event & Communication Support:

• Assist with planning and logistics for district and foundation events, including set-up, vendor coordination, and guest management
• Support social media and graphic content creation for the district’s lobby displays, marquee, website, and foundation campaigns
• Assist in organizing back-to-school events, the Blue and White employee recognition event, Money for Meals, and foundation-sponsored events

Collaboration & Departmental Support:

• Provide support for both the Communications Department and the Education Foundation, ensuring collaboration between public relations efforts and donor relations
• Assist the Coordinator of Community Engagement with community partnership tasks and donor recognition
• Collaborate closely with both directors to ensure efficient communication and outreach strategies for the district and foundation

Mental Demands/Physical Demands/Environmental Factors: 

• Tools/Equipment Used: Personal computer and peripherals; standard instructional equipment
• Posture: Prolonged standing; frequent kneeling/squatting, bending/stooping, pushing/pulling, and twisting
• Motion: Frequent walking
• Lifting: Regular light lifting and carrying (less than 15 pounds); may lift and move items up to 45 lbs
• Environment: Work inside, may work outside; regular exposure to noise
• Mental Demands: Maintain emotional control under stress; work prolonged or irregular hours