Confidential Secretary - Student Services; Morton

Confidential Secretary – Student Services (Morton)

Starting Date: Immediately

The job of Confidential Secretary was established for the purpose of providing a wide variety of complex and confidential administrative and secretarial support to the assigned administrator, conveying information regarding department functions and procedures, ensuring efficient operation of support functions, and coordinating assigned projects and site activities.

• Maintains a wide variety of manual and electronic document files and records (e.g., budget data, employee records, financial records, reports, etc.) to provide up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Prepares a wide variety of reports, documents and correspondence of confidential and non‑confidential nature (e.g., letters, memorandums, meeting minutes, charts, periodic and ad‑hoc reports, operational procedures, manuals, purchase orders, payroll and attendance records, budget documents, etc.) to document activities, provide written reference, and/or convey information.
• Processes a wide variety of documents and materials (e.g., time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.) to disseminate information in compliance with administrative guidelines and/or regulatory requirements.
• Responds to a wide variety of inquiries from internal and external parties (e.g., staff, parents, students, public agencies, etc.) to provide information, facilitate communication among parties and/or provide direction.
• Schedules a wide variety of activities (e.g., appointments, meetings, travel arrangements/accommodations, facility usage, etc.) to make necessary arrangements for the assigned administrator.
• Supports assigned administrative personnel to assist with their functions and responsibilities between DCTS and DCIU as necessary; develops partnerships with area businesses; presents updates to Local Advisory Committee (LAC) members and actively participates on LAC subcommittees or Occupational Advisory Committee (OAC) to support the Perkins program and DCIU initiatives.
• Serves as Team Leader to develop a recruitment schedule in collaboration with the sending school districts and recruitment team, including specialized recruitment efforts for specific programs.
• Performs other duties as assigned to ensure the efficient and effective functioning of the work unit (e.g., maintain and identify advanced placement classes for each sending school; coordinate Parent Night).
• Compiles data from a wide variety of sources (e.g., time sheets, calendars, expenditures/budget, Internet research, etc.) to prepare reports and/or information for the assigned administrator.
• Coordinates a wide variety of projects, functions and/or program components (e.g., meetings, in‑service events, travel and accommodations, etc.) to complete activities and/or deliver services in a timely fashion.
• Monitors a wide variety of activities on behalf of the assigned administrator (e.g., program components, meeting arrangements, account balances, work order status, etc.) to achieve goals and meet target dates in compliance with established guidelines and regulatory requirements.
• Oversees the work activities within the office to organize assignments, monitor progress, and ensure completion within established guidelines.
• Participates in a variety of meetings, workshops, and/or trainings to record minutes, provide or receive information, and support attendees.
• Performs duties of a sensitive and confidential nature for negotiations, labor contracts, personnel and salary matters.
• Prepares and presents information on administrative procedures (e.g., department/program policies, submission procedures, etc.) to orient new personnel and/or disseminate information to existing personnel.
• Procures supplies and materials to maintain availability of required items.
• Reconciles account balances for assigned budget categories to maintain accurate account balances.
• Researches a variety of topics (e.g., current practices, policies, education codes, etc.) to provide information and/or recommendations that address a variety of administrative requirements.

• High school diploma
• Proficient in computer skills
• Excellent organizational skills
• Ability to handle multiple projects and follow through to completion
• Excellent oral and written communication skills

Salary: $46,522 to $55,826 per year