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 designated administrator. An incumbent in this position will provide day-to-day support to the designated administrator(s) in the fulfillment of their duties, manage calendaring, prepare documentation and reporting, and assist in the management of the department’s budget.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The Dayton Way

• Screen calls and mail, respond to those that can be handled at the secretarial level, and forward 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 assigned administrator 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 allocating and assigning work to team members as directed by the assigned administrator. Follow up on work-in-progress to ensure timely response/action.

Clerical Support

• Screen calls and mail, respond to those that can be handled at the secretarial level, and forward 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 allocating and assigning 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.
• Help with preparation of monthly financial statements.
• Work with the senior accountant to help with daily operations of the treasury.

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.

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 to develop 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.
• Perform other duties and complete special projects as assigned.

Payroll

• Assist Treasurer, Chief of Payroll and/or Executive Director of Payroll with incoming calls regarding CBA (Collective Bargaining Unit) inquiries, or other general questions
• Assist in the collection of Survey data as it relates to Payroll customer service
• Perform other duties and complete special payroll projects as assigned.

CORE BEHAVIORS & COMPETENCIES

Job-specific

• Effective oral, written, and interpersonal communication skills
• Maintaining confidentiality
• Attention to detail and results-oriented
• Customer service focus.

QUALIFICATIONS

Requirements

• Must be a U.S. citizen or have the legal right to work in the U.S.

 Verifications

• Associate degree and 5 years of related 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

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.

Mission Statement: To equip our students to achieve success in a global society by implementing an effective and rigorous curriculum with fidelity.

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.