Executive Secretary

Executive Secretary, Office for Exceptional ChildrenThis is a Direct Support Specialist (DSS) position responsible for supporting the clerical and administrative needs of the Office for Exceptional Children.Essential Duties And ResponsibilitiesScreen calls and mail, responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to the relevant team memberCoordinate appointments and meetings for team members. Maintain schedules and calendars of events for the Executive Director and the overall departmentRespond to general inquiries and share the appropriate information as directedReceive visitors in the department and direct them to the appropriate department representativesOrganize and execute miscellaneous office projectsTrack and review attendance for department with the Executive DirectorCompose and prepare routine correspondence, reports, newsletters, presentations, and other communicationsReceive, distribute, and file communications and documentationMaintain general office and district information within the shared drive for all team accessObtains appropriate signatures on correspondence and forward documents to appropriate departments for processingMaintain and reconcile records in support of department expensesSubmit invoices and direct payment requests as authorized by the Executive Director to Accounts Payable and ReceivableAssist in the oversight and management of vendor contracts.Identify expiring contracts and coordinate reviews to determine whether contracts should be renewedAssist in the planning of the department budgetReview past expenditures to forecast needed fundsPrepare purchase requisitions, budget requests, and reconcile department expensesCoordinate and make travel arrangements for department staff as neededTrack, prepare, and submit travel expenses and staff reimbursements for paymentCreate, distribute, and maintain standard templates and forms for department communicationsCollaborate with team members in the development of procedures, processes, and systems to support the effective department operationsMaintain complete confidentiality of all informationPerform other duties and complete special projects as assignedQualificationsMust 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 3301-83-06Associate 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/activitiesPublic sector experience preferredGeneral internet and IT system knowledge (Google)Proficient computer skills (Microsoft Word, Microsoft Excel, and PowerPoint)Physical Attributes/DemandsOccasionally 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 stoopWork EnvironmentWork is performed in an office setting at a computer workstationOccasional interaction with dissatisfied employeesWork may be subject to frequent interruptionsSome assignments are subject to completion within strict timelinesPeriodic travel for meetings, professional development activities, and work assignmentsThe 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.