Position Summary:
The Administrative Compliance Secretary performs highly responsible executive secretarial work of an administrative nature for the Integrity and Compliance Officer. The incumbent of this position is responsible for the day-to-day operation of the Office of Integrity and Compliance. The work will require broad knowledge of the day-to-day operation of an executive level office, frequent contacts with top level officials and handling of a wide variety of administrative matters with a view toward conserving the time of the Integrity and Compliance Officer. Considerable independent judgment and tact are required in handling the many and diverse problems that occur and issues that are referred to the office. The incumbent is often called upon to render decisions based on policy, regulations, internal controls, compliance strategies, and investigative findings while acting upon matters requiring extreme confidentiality.
Duties and Responsibilities:
- Oversees the document management process, including the receipt of incoming correspondence, reports and other written or electronic material; seeing that it is appropriately disseminated/delegated for review, response or other appropriate action;
- Composes correspondence and documents for the Integrity and Compliance Officer and notifying him/her of correspondence requiring immediate attention;
- Compiles and analyzes statistical data and information to produce flow charts, reports and related documents; develops, prepares and presents appropriate statistical and analytical information;
- Maintains and organizes office files; manages and controls inventory of office supplies;
- Maintains the calendar of the Integrity and Compliance Officer and schedules certain appointments and conferences without prior clearance;
- Receives phone calls and provides requested information, arranges appointments or initiates other appropriate actions as necessary;
- Handles a multitude of inquiries, including substantive questions requiring research and/or technical knowledge;
- Tracks and determines the financial and budget status of the office by analyzing actual results in comparison with forecasts;
- Monitors and prepares office payroll for processing;
- Assists the Office of Integrity and Compliance staff on special projects and/or assigned tasks;
- Assists with data collection and data summary activities;
- Follows up on work in progress to ensure timely reply or action; and
- Performs other duties as assigned.
Qualifications:
- Working knowledge of the policies and procedures of the PGCPS school system;
- High level of proficiency with Microsoft Office Suite for data analysis - (Word, Excel, Power Point, etc.);
- Knowledge of Google applications, Visio and Adobe Acrobat preferred;
- Experience in analyzing numbers, working quickly and accurately;
- Must speak, write, and read English fluently and be able to interact positively with all levels of staff and a broad base of customers, ranging from students and parents to executives, politicians and community leaders;
- Ability to consolidate, analyze and summarize fiscal data to structure detailed financial reports (budgets, expenditures, encumbrances, obligations, etc.);
- Must be able to multi-task and quickly analyze issues, shift priorities, and cope with ambiguity in a fast paced environment;
- Independence of action and sound judgment are frequently exercised;
- Ability to exercise discretion in the treatment of confidential information; and
- Experience with research and statistical analysis, methods, and procedures applicable to government budgeting and accounting preferred.
Education and/or Experience Requirements:
Completion of a standard high school diploma or GED required; Associates degree from an accredited college or university preferred. A minimum of ten (10) years of administrative or secretarial experience, preferably in a professional environment providing lead administrative support to an executive.
Certification:
None required.
Supervisory Responsibilities:
No direct supervisory responsibilities.
Physical Demands:
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.
Working Environment:
The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.
Additional Information:
Can be demanding due to pace and volume of work and managing change; periodically required to work long hours.
This is a confidential position; not a member of a bargaining unit.
