Administrative Assistant- Chief Technology Officer/ Technology

PITT COUNTY SCHOOLS - TECHNOLOGY DEPARTMENT

POSITION: Administrative Assistant to the Chief Technology Officer/ Technology Department

REPORTS TO: Chief Technology Officer

Salary: Local pay grade of  NC 10

Months of Employment: 12 months - Working Hours: 8:00 - 5:00 (40 hours per week)

Location: C.M. Eppes Annex 

JOB RESPONSIBILITIES

Position Title: Administrative Assistant to the Chief Technology Officer/ Technology Department

This position provides high-level administrative support to the Chief Technology Officer by performing a wide range of office and organizational duties that support the Technology Department and district operations. The employee exercises sound judgment, maintains confidentiality, and works independently while following established district policies and procedures. Responsibilities include coordinating daily operations, resolving routine and complex issues, managing multiple priorities, communicating effectively with staff and stakeholders, and completing special projects as assigned. This position requires strong organizational, problem-solving, and decision-making skills, with the ability to adapt to changing priorities and handle sensitive information with professionalism.

DUTIES AND RESPONSIBILITIES 

• Organizes and coordinates the workflow through the technology department.
• Transcribes minutes of meetings, conferences, and policy-making bodies as directed. Receives administrative and confidential dictation.
• Prepares payroll and documents proposing and projecting expenditures.
• Reviews incoming correspondence to be informed of the chief's needs and activities, to delegate to others or bring to the chief's attention.
• Reviews and ensures accuracy of outgoing correspondence, records and/or reports of complex procedural or program activities.
• Establishes and maintains effective working relationships with staff and with the general public.  Communicates effectively and independently, orally, and in writing, to convey or exchange information.
• Performs Data Manager duties for Pitt County Virtual Academy (PCVA).
• Assists in planning, organizing and coordinating Battle of the Books competitions, Math Mania competitions, and Tech & Teach Fest Conference.
• Manages the Professional Development calendars for AIG, Digital Learning, Media, and Technology.
• Maintains budgets and makes purchases for AIG, Digital Learning, Media, PCVA, Technology, and other related events and activities that are coordinated by the Technology Department.
• Processes payroll for AIG, Digital Learning, Media, PCVA, and Technology - TACS, AS400.
• Completes departmental contracts and monthly Notice to Pays.
• Performs other duties as assigned by the Chief Technology Officer or Assistant Director of Technology.

Digital Learning/Technology

• Manages daily office functions that ensure department success. Performs general office duties including phone calls, emails, setting appointments, etc.
• Sends Technology Onboarding and Offboarding information to employees.
• Verifies users account information to update passwords, reset emails, access NCEdCloud.
• Processes monthly bills and requests Transfer of Funds.
• Arranges/coordinates lodging, registration, and other needed aspects for state and regional conferences or other events that are out of district professional training opportunities.
• Inputs sessions and verifies attendance for Professional Development using ProTraxx.
• Helps troubleshoot with One to One Plus, Infinite Campus, NCEdCloud, or any other applications used in the county.
• Assists Central Office Departments and schools with quotes for equipment.
• Assists with Academic Services events/meetings as needed.
• Ensures the mission of the Technology Department is upheld through all programs, events and decisions.

AIG

• Completes yearly headcount for AIG - updates school AIG headcount spreadsheets, adding/editing AIG students into Infinite Campus, completes and approves DPI headcount for fall and spring, folder transfers at the end of the year.
• Assists in coordinating and implementing AIG meetings as well as taking notes at AIG meetings.

Media

• Assists in coordinating and implementing Media Coordinator meetings as well as taking notes at Media Coordinator meetings.
• Manages equipment purchased for AIG and Media (updates inventory, checks devices out/in as needed, etc)

Pitt County Virtual Academy

• Performs Data Manager duties for PCVA/NCVPS - spreadsheet enrollment reporting, setup, scheduling, and grade reporting for online courses through PCVA and NCVPS.
• Works with the Digital Learning team to ensure students are enrolled accurately and efficiently at the beginning of each term.

MINIMUM TRAINING 

• Associate's degree preferred with 5-10 years of clerical or office support experience; or an equivalent combination of experience and training. 

KNOWLEDGE, SKILLS, AND ABILITIES

• Effective communication and interpersonal skills.
• Advanced knowledge of Infinite Campus
• Extensive knowledge of grammar, vocabulary and punctuation.
• Extensive knowledge of office practices and procedures.
• Proficient in Excel, Word, Google Docs, PowerPoint, etc.
• Working knowledge of accounting techniques and procedures.
• Ability to promote good relationships internally and with the public.
• Ability to exercise sound judgment in resolving problems.
• Ability to troubleshoot basic technology issues.