TECHNICAL SECRETARY

Job Summary

The Technology Secretary works directly with the Director of Technology to provide a high level of administrative support and confidentiality in district and department activities.

Responsibilities
-Coordinate and communicate the department’s expectations and work with other director’s secretaries in Teaching and Learning, as directed by the Director of Technology.
-Answers the phone, greets visitors, answers questions, and provides information as requested.
-Represents the Director of Technology through telephone, written, and personal contacts.
-Screens and summarizes the content of incoming materials and specially gathered data. Briefs supervisor regarding important issues or conflicts; distributes outgoing documents and correspondence.
-Serves as a positive public relations advocate for the department, including dissemination of school/department information.
-Schedules and sets up meetings including arranging for and serving refreshments provides necessary materials for meetings as directed.
-Prepares materials for Board of Education meetings and various department-related committees.
-Makes conference and travel arrangements for Department of Technology and other -District staff travel funded through the Department of Technology.
-Ensures, in the supervisor’s absence, that requests for action and information are handled or referred in a timely manner.
-Prepares and/or keyboards proposals, reports, presentation material, forms, flyers, statistical summaries, and other documents and communications that are complex and non-routine.
-Creates graphical materials to communicate Department of Technology activities.
-Creates technology-related instructional material as directed.
-Types of contracts and related documents secure appropriate signatures and track documents through the approval process.
-Establishes accounting systems and maintains records for all departmental budgets.
-Coordinates budget, data, and submission for various Technology grants.
-Maintains Department of Technology web pages and intranet site.
-Maintains Department of Technology staff in-service registration site.
-Maintains accurate files and records and processes incoming correspondence as instructed.
-Assists in budget and grant development, including submission and modification of online federal grants.
-Maintains accurate records of expenditures of local department budget federal grants and keeps inventory of materials purchased.
-Purchases supplies and equipment and maintains supply inventory.

Requirements

-High school diploma or GED.
-Recent successful experience as a secretary or other office professional position.
-Requires successful passing of district secretarial/clerical skills test.
-Course work or an Associate Degree from a vocational-technical college.
-Knowledge of district computer programs.
-Understanding of technology terms and familiarity with technical equipment.
-LATAM people preferred.


Skills

-Ability to operate various office machines (computer, telephone, facsimile, copier, etc.).
-Strong Microsoft Office
-Strong Adobe Acrobat knowledge and ability.
-Ability to efficiently use an online enterprise financial system as it relates to procurements and reporting.
-Ability to organize, receive, inventory, ship, track, deliver, and setup basic technology
equipment.
-Provide flexible office coverage as needed in support of department operations.
-Ability to efficiently manage an office environment.
-Ability to interact with the staff, co-workers, and the public in a friendly, service-oriented manner.
-Ability to function independently, adapt to change, and make sound judgment calls.
-High level of organizational proficiency and ability to multitask successfully.
-Ability to interpret and communicate departmental and district policies, rules, and regulations.
-Ability to compose letters and memoranda.
-Maintains a high degree of confidentiality on sensitive issues.