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Technology Department Secretary

Summary

This role involves ensuring the smooth operation of the Technology Department office by collaborating with leaders and staff.  The position requires attention to detail, as purchasing, receiving, and inventory all run through the secretary.  This individual also serves as an advisor to the director on office efficiency, and as a subject matter expert on the inventory system.  By paying attention to the details, the departmental secretary helps the rest of the department focus on leveraging their technical skills to solve problems and improve technology implementation throughout the district.

Job Title: Technology Department Secretary Wage/Hour Status: Non-Exempt

Reports to: Director of Technology & Innovation Pay Grade: 

Dept. /School: Information Technology Date Revised: 9/2025

Primary Purpose:

Ensure efficient operation of the Technology Department office and provide clerical services for the department’s administrative staff.

Qualifications:

Education/Certification:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient keyboarding, computer, web browser, and digital file maintenance skills

Experience with Google Suite (Gmail, Drive, Docs, Sheets, Slides, etc.)

Ability to maintain accurate and auditable records

Knowledge of basic accounting principles

Ability to follow verbal and written instructions

Ability to perform a variety of tasks often changing assignment on short notice

Customer service and interpersonal skills

Strong written and verbal communication skills

Self motivated learner

Collaborative skills (team player)

Ability to document processes and create guides for others

Emotionally composed, ability to remain calm under stress

Ability to overcome challenges and adversity

High level of attention to detail

Self awareness

Ability to ask for help when needed

Experience:

One year of secretarial experience

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements
2. Monitor and process time records including leave requests and reports; compile information and submit to central office according to established procedures and deadlines
3. Maintain a departmental calendar of events as needed
4. Compile, maintain, and file all reports, records, and other documents as required

Reception and Phones

1. Receive incoming calls, take reliable messages, and route to appropriate staff
2. Assist staff members as needed
3. Schedule meetings and appointments and support calendar/time management for department administrators

Accounting and Inventory

1. Comply with financial processes and procedures
2. Assist with departmental budget preparation and maintain accurate records of expenditures
3. Prepare and process purchase orders and receive, store, and issue supplies and equipment
4. Maintain inventory of fixed assets, equipment, and supplies; coordinate e-waste recycling
5. Manage inventory system and workflows; ensure accountable items are inventoried upon delivery
6. Review help desk/inventory system data, compile reports, and advise department administrators on system issues

Other

1. Assist with planning, preparation, and setup of departmental meetings and activities
2. Sort, distribute, or deliver documents, mail, packages, and deliveries
3. Maintain confidentiality
4. Follow district safety protocols and emergency procedures

Supervisory Responsibilities:

None

Working Conditions:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

Sample Workload

• 25% Input requisitions, process purchase orders, receive shipments, and coordinate invoice payment with accounts payable
• 20% Manage district technology asset inventory and inventory system
• 20% Answer phone calls, draft correspondence, and coordinate tasks
• 10% Maintain financial and inventory records/documentation
• 10% Assist departmental administrators with calendar/time management
• 10% Organize supplies/e-waste
• 5% Professional Development

The 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. 

Employee Signature: Date Signed: