Close Date:
09/28/2018

Position Title: Secretary, State Board of Education (Part-time less than 30 hours per week)

Reports To: Executive Director, State Board of Education

Description of Position:

This position is classified as a Casual Seasonal Secretary (less than 30 hours per week) and is responsible for providing administrative support to the State Board of Education (State Board) and the Executive Director. Attendance at monthly evening board meetings and travel to meetings throughout the State is required.

We are looking for a natural motivator who is comfortable with fluid, high-stakes, low-oversight work environments and who can anticipate and act on needs before being asked. We seek an individual with strong organizational, financial, and writing skills who knows how to multi-task and prioritize.

Major Responsibilities:

• Provide administrative support for the State Board and the Executive Director.
• Coordinate and schedule meetings including room reservations, announcements, creating agendas and supporting correspondence in preparation for meetings.
• Compile and distribute agendas and meeting materials on the State Board's web page and State of Delaware calendar web page.
• Prepare for, attend, and support follow-up for all meetings of the State Board (day and evening), including preparation of logistics and materials, archiving, and other record management procedures.
• Draft State Board reports and documents.
• Maintain State Board web pages.
• Provide support for State Board members, including scheduling meetings and supporting preparation for sub-committees, special board committees, or committees on which members of the Board serve.
• Perform computer-related operations (creating, composing, editing, printing, saving and retrieving computer-generated documents, data management, creating tables, merging files, electronic mail and maintaining calendar in Outlook).
• Perform financial transactions.
  • Provide financial accountability support for State Board budget.
  • Prepare out-of-state travel requests, including making transportation arrangements, hotel accommodations, and conference registrations including reconciliation of out of state expenses.
  • Prepare financial documents, which include processing and maintaining purchase orders, payment vouchers, reconciliations and personal reimbursements.
    
• Provide administrative support for the Deputy Attorney General assigned to the State Board for appeals and actions before the Board.
• Handle correspondence for the receipt of appeals that appear before the State Board.
• Schedule hearing officers.
• Maintain appropriate files in compliance with requirements and procedures.
• Communicate effectively with the public, staff, and district personnel regarding the State Board's responsibilities and upcoming meetings.
• Perform other duties as assigned.

Essential Qualifications:

• High School diploma and experience in office operations including word processing, filing and record keeping;
• Perform responsibilities with minimal supervision;
• Capable of setting priorities and working under pressure;
• Excellent written and oral communication skills, handling questions and concerns with speed and professionalism;
• Problem solving skills;
• Excellent interpersonal skills and the ability to communicate with internal and external stakeholders in a tactful, congenial, and personal manner;
• Experience with First State Financial Systems (preferred);
• Experience with budget management and basic accounting procedures (preferred); and
• Discretion and confidentiality are essential.

Salary:

Salary will be computed in accordance with the education, experience, and training of the individual selected and in accordance with salary schedules for employees of the Department of Education. Direct deposit of payroll checks is a condition of state employment, and employees are paid on a lag pay schedule with the first payment made after approximately one month of employment.

Notes:

Casual/seasonal employment is offered to assist agencies on a temporary basis and the duration of employment is determined by the needs of the agency, available funding and job performance.

A criminal background check is required. The successful candidate must demonstrate during the interview process an understanding of diversity, educational equity and multicultural education. This job description is not intended to be an all-inclusive list of duties and standards of the position. The selected candidate should expect to perform any other related activities needed to deliver the position's key duties and responsibilities and follow any other instructions as defined by his/her supervisor.

The Delaware Department of Education is an equal opportunity employer. It does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, genetic information, marital status, disability, age or Vietnam Era veteran's status in employment or its programs and activities. Inquiries should be directed to the Department's Human Resource Office, 401 Federal Street, Suite 2, Dover, Delaware, 19901, Telephone No. (302) 735-4030.

A person may not be employed by a public school employer in any position requiring licensure and certification if the person does not meet licensure and certification requirements established under Chapter 12 of [Title 14 of the Delaware Code]..., except pursuant to a license extension and/or emergency certificate issued pursuant to Chapter 12. See 14 Del. C.§ 1313.

Direct deposit of paychecks is a condition of employment for all new employees hired after December 31, 1995

Use of any published data or content on this web site is prohibited without the written consent of the Delaware Department of Education.