Need Confidential Secretary in Dayton, OH

Job title: Confidential Secretary

Company: Montgomery County Educational Service Center

Job description: The Confidential Secretary will provide administrative and general support to the assigned administrator and assure the efficient operation of the department.



ESSENTIAL DUTIES AND RESPONSIBILITIES

• Screen calls and mail/email, responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to the relevant team member.


• 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.


• Receive visitors in the department and direct them to appropriate locations to meet with department representatives.


• Organize and execute miscellaneous office projects for team members.


• Track and submit attendance for department staff to Payroll.


• Compose and prepare routine correspondence, reports, memoranda, newsletters, presentations, and other communications.


• Receive, distribute, and file communications and documentation related to employment, union negotiations, and labor relations.


• 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.


• Manage, edit, and maintain personnel files.


• Attend all department meetings as requested. Record all meeting minutes.


• Maintain complete confidentiality of all information.


• Maintain necessary stock materials for the department.


• Input and process all PRs and POs for the functioning of the department.


• 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 assigned administrator.


• Assist the assigned 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 assigned administrator to resolve.


• 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.


• Prepare monthly documentation of needed actions and activities for Ohio Department of Education. Submit documents by set deadlines.


• Be knowledgeable and efficient in navigating district systems, once trained.


• Perform other duties and complete special projects as assigned.

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


• Must pass Federal and Ohio background check (Ohio Administrative Code Section 3301-83-06)


• Associate degree and 5 years of related experience, or an equivalent combination


• Demonstrated experience supporting department operations / activities


• Public sector experience preferred


• Google and Microsoft Office expertise


• General internet and IT systems knowledge


• Independent thinker, high level of multitasking skills, task oriented, attention to detail, collaboration skills, listening skills, computer proficiency, professionalism

• Ability to sit, walk, stand, bend, and reach / grab / handle objects


• Occasionally lift and/or move lightweight items up to 20 lbs.


• Ability to read and write to complete forms and reports


• Regularly works in an office environment.


• Work may be subject to frequent interruptions


• Some assignments are subject to completion within strict timelines

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