Executive Secretary, Office for Exceptional Children

Executive Secretary, Office For Exceptional Children

This is a Direct Support Specialist (DSS) position responsible for supporting the clerical and administrative needs of the Office for Exceptional Children.

Essential duties and responsibilities include:

• Screening 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
• Coordinating appointments and meetings for team members
• Maintaining schedules and calendars of events for the Executive Director and the overall department
• Responding to general inquiries and sharing the appropriate information as directed
• Receiving visitors in the department and directing them to the appropriate department representatives
• Organizing and executing miscellaneous office projects
• Tracking and reviewing attendance for the department with the Executive Director
• Composng and preparing routine correspondence, reports, newsletters, presentations, and other communications
• Receiving, distributing, and filing communications and documentation
• Maintaining general office and district information within the shared drive for all team access
• Obtaining appropriate signatures on correspondence and forwarding documents to appropriate departments for processing
• Maintaining and reconciling records in support of department expenses
• Submitting invoices and direct payment requests as authorized by the Executive Director to Accounts Payable and Receivable
• Assisting in the oversight and management of vendor contracts
• Identifying expiring contracts and coordinating reviews to determine whether contracts should be renewed
• Assisting in the planning of the department budget
• Reviewing past expenditures to forecast needed funds
• Preparing purchase requisitions, budget requests, and reconciling department expenses
• Coordinating and making travel arrangements for department staff as needed
• Tracking, preparing, and submitting travel expenses and staff reimbursements for payment
• Creating, distributing, and maintaining standard templates and forms for department communications
• Collaborating with team members in the development of procedures, processes, and systems to support the effective department operations
• Maintaining complete confidentiality of all information
• Performing other duties and completing special projects as assigned

Qualifications:

• Must be a U.S. citizen or have the legal right to work in the U.S.
• Must pass Federal and Ohio Bureau of Criminal Identification and Investigation background check in accordance with Ohio Administrative Code Section
• Associate degree and 5 years of related experience, or an equivalent combination of education and experience (7+ years of total education and experience)
• Demonstrated experience supporting department operations/activities
• Public sector experience preferred
• General internet and IT system knowledge (Google)
• Proficient computer skills (Microsoft Word, Microsoft Excel, and PowerPoint)

Physical attributes/demands:

• Occasionally lift, carry, push, and pull various items up to a maximum of 20 pounds (50 pounds on wheels)
• While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, hear, see, read, speak, reach, stretch with hands and arms, crouch, kneel, climb, and stoop

Work environment:

• Work is performed in an office setting at a computer workstation
• Occasional interaction with dissatisfied employees
• Work may be subject to frequent interruptions
• Some assignments are subject to completion within strict timelines
• Periodic travel for meetings, professional development activities, and work assignments

The Dayton Public School District provides equal educational and employment opportunities for all people without regard to race, gender, ethnicity, color, age, disability, religion, national origin, creed, sexual orientation, or affiliation with a union or professional organization.