Director Secretary

JOB TITLE: Director Secretary- B&A Connections

DEPARTMENT: B&A Connections and Extension Programs

REPORTS TO: Director of B&A Connections and Extension Programs

FLSA STATUS: Non-Exempt, Non-Certified, support personnel.

EMPLOYMENT STATUS: Full-time, 40 hours per week, 12 months. Working hours are Monday-Friday.

QUALIFICATIONS: High School Diploma or GED required. 

• Must meet the requirements dictated by the Oklahoma Department of Human Services, including a clean OSBI background check.
• 1-3 years of secretarial or office management experience.
• Proficiency in the use of Microsoft Office Suite (Outlook, Word, Excel) Google applications, and remote meeting applications like Microsoft TEAMS and ZOOM.

Essential Job Functions: These statements are intended to describe the responsibilities assigned to this position and are not intended to represent an exhaustive or comprehensive list of all responsibilities, duties, and skills required. Other duties may be assigned, as necessary. 

• Excellent interpersonal skills are essential, including the ability to communicate clearly and concisely, in written and oral forms.
• Must be detail-oriented and motivated to produce accurate work.
• Assists with the coordination and scheduling of personnel interviews. Anticipates the needs of the B&A Connections Director/Assistant Director for upcoming tasks or initiatives.
• Provides complex secretarial and clerical duties, which may include composing correspondence, preparing purchase requisitions, answering phone calls, and performing first level problem resolution.
• Creates requisitions and processes purchase orders.  Responsible for making sure invoices are approved with correlated purchase orders.
• Prepares board agenda items/contracts and is responsible for making sure these contracts are reviewed by the Board for the B&A Connections Director.  Obtains approval for contracts and verifies all parties receive the approved and signed correspondence.
• Monitors budgets for the B&A Connections and Tiny Tigers Learning Center programs, under the guidance of the B&A Connections Director.  Assists with the monitoring of those budgets and budget reports.  Communicates any budget or financial issues to the B&A Connections Leadership team.
• Orders and maintains supplies as needed for the B&A Connections and Tiny Tigers programs in coordination with the Program Resource Specialist and Director of B&A Connections.
• Assists with tasks related to hiring and onboarding of new employees, as needed.
• Maintains and assists with scheduling of appointments, conferences, and catering for program functions.
• Manages payroll, monitors time and leave entries for B&A Connections and Tiny Tigers Learning Center staff; communicates payroll or leave issues to Director, maintains payroll and leave records for both programs.
• Maintains confidentiality.
• Must be able to deal successfully and rapidly with changes in assignments and properly respond to complaints. Must project a professional company image through in-person, phone, and electronic interactions.
• Must build harmonious rapport and work cooperatively with district staff and the public while achieving the objectives of the job.
• Must possess strong organizational skills, with the ability to manage multiple complex projects at once.
• Answers telephone calls, transfers calls to appropriate parties, screens calls, relays messages and ascertains the nature of business.  Provides answers to routine questions.
• Must have the ability to work independently. Must possess high character, demonstrate sound judgment and display self-leadership.

ATTENDANCE STATEMENT:   Must be in attendance for duties, 95% of the time per district policy.

ENVIRONMENTAL CONDITIONS: Primarily inside working conditions, some exposure to environmental

 conditions during duty. Some travel required between site locations.

PHYSICAL STANDARDS:  

• Must be able to lift objects correctly when loading or unloading supplies.
• Must be able to stand, walk, bend, stoop, and reach. 
• Manual dexterity required to operate keyboard, calculator, telephone, or other office equipment with proficiency.
• Specific vision abilities required in this job include close vision, depth perception, and the ability to adjust focus. Color vision is required (ability to identify and distinguish colors).
• While performing the duties of this job, the employee is continuously required to sit, talk, and hear.