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Job Title:??? Secretary to?Chief Technology Officer? ??? Wage/Hour Status: ?Non-Exempt??? ??? ? ? Reports to:??Chief Technology Officer? ? Pay Grade: AS28/240 DaysDept/School:??? Technology?Department?? ??? ??? ? ? ? ? ?? Date Created: ? November 2020?Primary Purpose:Facilitate the efficient operation of the Technology Department including but not limited to frequent customer contacts, phone support, and the compilation and dissemination information, reports, purchase orders, and materials for Lewisville Independent School District.? Provide direct support to the Chief Technology Officer, including but not limited to oversight of Technology office logistics and event and meeting scheduling, document review and preparation, phone support, department supply inventory, assisting employee inquiries on behalf of the Chief Technology Officer, budgets, ensure accurate purchasing practices, interface with other division and department leaders, principals, campus secretaries and bookkeepers as needed.Qualifications:Education/Certifications:High School Diploma, college degree preferredProficient with Microsoft Office SuiteProficient using Google G-Suite for EducationSpecial Knowledge/Skills:Strong oral and written communication skills (Spanish bilingual skills desired)Proficient in typing, general computer use, word processing, and file maintenance; programs may include but are not limited to MS Word, MS Excel, MS Power Point, MS Publisher, MS Outlook, MS Visio, MUNIS, KRONOS, Skyward, Google Docs, Sheets, Presentations and understanding overall Google Drive file sharing and permissions. Experience with Microsoft and Apple Operating Systems desired.Proficient using website content management tools, managing web content such as graphics and department specific information to help maintain current Technology Department website.Excellent customer service and interpersonal skills for dealing department customers.Exceptional organizational, decision making, and prioritization skills.Ability to maintain the security and confidentiality inherent in the smooth operation of all departmental activities (parent/employee requests, records, minutes, etc.) for the Technology Department.Experience:Five years or more of advanced secretarial experience; prefer prior experience in an executive?department of a public-school district.Campus and Administrative office experience preferred.Major Responsibilities and Duties:Stay familiar with Technology Department processes and procedures. Operate as administrative support to the Chief Technology Officer and assist each department division’s employees as needed.Promote positive interaction among staff, inter-departmental personnel, and campus secretaries/office personnel.Collaborate with other Technology Department Secretaries to reconcile weekly payroll timesheets for all Technology Department hourly employees.Maintain updated Technology Department records including but not limited to employee lists, phone extensions, organizational charts, and current job anize the logistics, scheduling, catering, and communication of Technology Department meetings and events. This includes managing Technology Department committees and coordinating the LISD Technology Advisory Council meetings.Utilize appropriate software for room reservations and technology purchasing as deemed appropriate by designated LISD departments and for organizing Technology Department meeting rooms.Assist in maintaining the Technology Department website with current information.Accept and redirect, as is appropriate, incoming calls for the Chief Technology Officer, Directors, Supervisors, and Managers of other Technology Department divisions- realizing the division’s need for a secure environment.Draft, edit and revise correspondence/reports for the Chief Technology Officer and as needed for the Technology Directors. Possess the confidence to write in another person’s “voice”.Receive, redirect, distribute both incoming/outgoing mail and voicemail for the Chief Technology Officer and other Technology Directors, Supervisors, and Managers as needed.Provide support for each Technology Department division initiatives, including but not limited to technology deployments, parent access to educational systems such as the District’s SIS system, assisting with high technical support call volume, planning and supporting Department events and meetings including training engagements and vendor meetings, support in preparing presentations for the Board or other District Committees and general Technology Department operations. Software – Eagerness to learn and become proficient in the following applications including but not limited to:?MS WordMS PowerPointMUNISGoogle AppsFrontlineMS ExcelMS OutlookKronosSkyward (SIS)Others as RequiredEstablish and implement current onboarding processes for newly hired Technology Department employees. Assist the Chief Technology Officer and Division Directors in scheduling onboarding meetings.Facilitate processes for employees existing the department/district.Copying and distribution of reports/materials, as requested.Utilize Frontline attendance) system to input and manage absences.?Maintaining Chief Technology Director’s calendars, as well as creating calendars, as requested.Maintain/order supplies for the workroom and supplies as utilized by Technology Department.Scheduling Chief Technology Officer’s travel or groups traveling with the Chief Technology Officer, including but not limited to:Registration at conference.Hotel/rental car needs.Requesting flights from LISD Procurement and Contracts Department (as necessary).Investigating discounts for multiple registrants within the district.Processing expense reimbursements.Supporting the purchasing and budgetary needs of the department, including but not limited to:Assist in gathering up-to-date budget information for decision-making.Input, tracking, and completion of purchase orders (P.O.’s), budget transfer requests (BTRs), personal check requests (MPRs), and budget change requests (BCRs).Email quotes to vendors/purchasing for new items.Understand and assign codes for all budgetary needs.Attend training/updates in all budgetary areas, as pile purchase order information from multiple sources (i.e., quotes from vendors, registration forms from campuses or other departments, etc.).Familiarity with multiple budgets, including Titles I, II and III; general fund; summer school; the individual departments’ funds and the division’s as a whole.Possess the ability and willingness to train/retrain present/incoming secretaries/paraprofessionals within the Technology Department.Coordinate and process annually reports, ex. the Fixed Asset Report and Payroll Review Reports.Shredding/destruction of sensitive and/or secure materials.Lifting and handling of materials/boxes, as needed (ability to lift 25 lbs.).All other duties, as assigned.Working conditions/Environmental Factors:Busy office environment with frequent interruptions.Repetitive hand motions; prolonged use of computer.Occasional prolonged or irregular hours.Work with confidential/sensitive subject matter.Mental Demands:Maintain emotional control under stress with a helpful attitude and sense of humor.Possess the self-confidence necessary to carry a project from beginning to end with minimal instructions and/or supervision.Understand that all facets of working for LISD directly or indirectly affect the entire customer-base (students, parents, co-workers, Board of Trustees, and the community).Ensure a secure, trustworthy, and confidential environment inherent when accessing student and budgetary data.Physical Demands:Not RequiredOccasionalFrequentConstantBendingXPushingXHearingXReachingXClimbingXSeeingXSpeakingXStandingXLiftingXWalkingXThe foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.Approved by Date: ______________Reviewed by _________________________________ Date: ______________ ................
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