Secretary – Office of Transformation

Days per Year: 226

Min: $39,776

Mid: $46,791

JOB DESCRIPTION

JOB TITLE: Secretary – Office of Transformation

REPORTS TO: Executive Director – School Improvement

                      Director – School Leadership & Support

                      Director – Principal Development & Effectiveness 

WAGE/HOUR STATUS:     Non-Exempt  

PAY GRADE:  Para 7                                                  

PRIMARY PURPOSE:

The Secretary – Office of Transformation provides clerical, administrative, and operational support to the Executive Directors and Directors within the Office of Transformation. This position plays a critical role in ensuring the smooth coordination of office functions that support school improvement, stakeholder engagement, and campus support initiatives across multiple departments.

The ideal candidate demonstrates professionalism, strong organizational skills, and the ability to manage sensitive information with confidentiality and discretion. This role supports the daily operations of a fast-paced department, with duties ranging from scheduling and communication to preparing reports and coordinating documentation for compliance and district initiatives.

All employees are expected to act with integrity, support organizational goals, communicate clearly and respectfully, champion the needs of students and staff, and drive continuous improvement.

QUALIFICATIONS:

Required:

• High school diploma or GED from an accredited institution
• Minimum of three (3) years of administrative experience in a public school district, governmental agency, or comparable organization

Preferred:

• Associate’s or Bachelor’s degree from an accredited college or university
• Experience supporting multiple leaders or departments in a public school district or agency
• Bilingual (Spanish/English)
• Familiarity with school improvement, student services, or campus operations

SPECIAL KNOWLEDGE/SKILLS:

• Proficiency with office software (Google Workspace or Microsoft Office), spreadsheets, and document formatting
• Strong organizational and time management skills, with the ability to meet multiple deadlines
• Professional written and verbal communication skills
• Strong interpersonal skills and the ability to work effectively with diverse individuals and teams
• Ability to maintain confidentiality and handle sensitive information with discretion
• Familiarity with school district operations, improvement planning, or compliance documentation preferred
• Ability to work independently and as part of a collaborative team
• Attention to detail and a commitment to high-quality work

MAJOR RESPONSIBILITIES AND DUTIES:

Administrative and Clerical Support

• Provide daily administrative support to Executive Directors and Directors within the Office of Transformation
• Draft, proofread, and format letters, emails, memos, reports, and presentation materials
• Maintain departmental calendars, coordinate meetings, and arrange logistics for training and site visits
• Assist in preparing documentation for Targeted Improvement Plans (TIPs), Campus Improvement Plans (CIPs), and other school improvement initiatives

Operational and Office Management

• Maintain well-organized physical and digital filing systems, ensuring proper records management and retention
• Track department deadlines and assist in submitting documentation to internal and external stakeholders
• Support coordination of department purchases, requisitions, travel requests, and budget documentation
• Prepare meeting agendas, take notes, and distribute minutes or follow-up actions as needed

Stakeholder and Campus Communication

• Serve as a point of contact for staff, campus administrators, and department liaisons
• Respond to or redirect inquiries regarding school improvement, campus support, or departmental processes
• Support communication with campuses around deadlines, documentation requests, or scheduled visits

Compliance and Data Support

• Assist with organizing data related to campus visits, stakeholder concerns, and support provided to campuses
• Help compile and format reports related to performance monitoring, progress tracking, or TEA submissions
• Support documentation and tracking of complaints, parent concerns, or grievance follow-ups, in collaboration with directors

Additional Duties

• Assist in the planning and execution of department events, learning sessions, and cross-departmental meetings
• Perform other duties as assigned in support of the goals of the Office of Transformation

WORKING CONDITIONS:

Physical Demands:
Frequent sitting, walking, standing, and use of standard office equipment; occasional lifting and carrying; repetitive hand motions; occasional prolonged hours.

Mental Demands:
Ability to manage multiple tasks and priorities; respond to deadlines and time-sensitive needs; maintain professionalism and emotional control in a fast-paced environment; work with discretion and confidentiality.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of responsibilities and duties that may be required.