Executive Secretary for Teaching and Learning

Executive Secretary for Teaching and Learning Reports To:Assistant Superintendent Calendar:240 Days Salary Schedule:EXECSEC Salary Range: $50,379 - $69,735 Salary based on years of experience in a similar role.

Job Summary

• The Executive Secretary for Teaching and Learning provides administrative, organizational, and operational support to the Teaching and Learning Department. This position plays a key role in coordinating departmental activities, managing communications, maintaining records, processing financial documentation, and supporting districtwide instructional initiatives and professional learning opportunities. The Executive Secretary works collaboratively with district leadership, school administrators, employees, and external partners to ensure the efficient operation of the department. This role requires a high degree of professionalism, organizational skill, independent judgment, and the ability to manage multiple priorities while maintaining confidentiality.

Minimum Qualifications

• High school diploma or equivalent.
• Proficiency in a variety of computer programs and office technology.
• Basic understanding of purchase orders, invoicing, and budget tracking.
• Ability to multitask, prioritize responsibilities, and manage time effectively in a fast-paced environment.
• Ability to handle confidential information with professionalism and discretion.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to work collaboratively with district leadership, school personnel, vendors, and external agencies.

Preferred Qualifications

• Associate's degree or higher in business administration, office management, education, or a related field.
• Successful experience in an administrative or secretarial support role within a school district, public sector organization, or comparable professional setting.
• Demonstrated experience providing administrative support to department-level or executive leadership.
• Experience independently coordinating multiple projects, schedules, events, or departmental initiatives.
• Experience with purchasing procedures, developing and monitoring budgets, financial recordkeeping, or other business office functions.
• Demonstrated ability to exercise independent judgment, anticipate organizational needs, and resolve routine administrative challenges with minimal supervision.
• Experience coordinating professional learning activities, conferences, workshops, or other large-scale organizational events.
• Advanced proficiency with office productivity tools, including Google Workspace, Microsoft Office, spreadsheets, and electronic recordkeeping systems.
• Demonstrated success in improving administrative processes, organizing departmental workflows, or supporting cross-departmental collaboration.

Working Conditions

• Work is performed primarily in a standard, in-person office setting.
• Regularly involves sitting, standing, speaking, and interacting with district leadership, employees, and community members.
• Requires frequent use of computers, office equipment, and electronic communication systems.
• May require occasional lifting, moving, or transporting of office supplies, materials, and equipment.
• Requires the ability to manage multiple priorities, meet deadlines, and respond to changing departmental needs.
• May require occasional travel between district facilities or other locations for meetings and events.
• Regular work hours are during normal district business hours, with occasional evening or extended-hour commitments for meetings, professional learning activities, or district events.

Duties and Qualifications The following list outlines the primary duties and responsibilities of the Executive Secretary for Teaching and Learning. This is not an exhaustive list, and additional tasks may be assigned as needed to support the efficient operation of the Teaching and Learning Department and the broader goals of the organization.

• Provide advanced administrative and secretarial support to Teaching and Learning leadership and departmental staff.
• Coordinate departmental calendars, meetings, appointments, and schedules, including districtwide events and professional learning activities.
• Assist with the planning, organization, and logistical coordination of professional learning opportunities, conferences, workshops, and other departmental initiatives.
• Prepare, review, and distribute correspondence, reports, presentations, agendas, and other departmental documents.
• Process purchase orders, invoices, requisitions, and other financial documentation in accordance with district procedures.
• Facilitate inventory procedures, forecasting, and purchasing for instructional resources and supplies.
• Assist with developing and monitoring departmental budgets, tracking expenditures, maintaining financial records, and preparing budget reports.
• Coordinate purchasing, registrations, travel arrangements, and related documentation for departmental activities and professional learning.
• Maintain accurate departmental records, spreadsheets, databases, and electronic filing systems.
• Serve as a primary point of contact for the Teaching and Learning Department, responding to inquiries and facilitating communication among district staff, school administrators, vendors, and external partners.
• Assist with the coordination and documentation of departmental projects, initiatives, and reporting requirements.
• Support the preparation and organization of materials for district leadership meetings, professional learning sessions, and other departmental activities.
• Monitor deadlines, track outstanding requests, and follow up with appropriate individuals to support the timely completion of departmental responsibilities.
• Assist with the coordination of departmental processes and workflows, identifying opportunities to improve efficiency and organization.
• Handle confidential and sensitive information with professionalism and discretion.
• Provide guidance and assistance to school-based and departmental personnel regarding established administrative procedures and processes.
• Perform general office management responsibilities, including:
• Managing correspondence and incoming communications.
• Maintaining organized departmental files and records.
• Answering and directing phone calls.
• Monitoring and ordering office supplies.
• Coordinating meeting spaces, materials, and equipment.
• Responding to time-sensitive departmental needs.
• Perform other duties as assigned to support the Teaching and Learning Department and district operations.

Selection Proceedures Thank you for your interest in joining Jackson County Schools. Our selection process ensures that we identify the most qualified candidates for our team. Hiring Managers will prioritize candidates who meet both the preferred and minimum qualifications for each position and will select individuals for interviews as positions become available. Due to the volume of submissions received by this office, information concerning application or interview status cannot be provided in writing, over the phone, or in person. All applicants who submit a complete application package will be considered but may not necessarily receive notification or an interview. The job posting may be subject to being closed at any time without notice. Only those qualified candidates who are selected for an interview shall receive notification upon the filling of this vacancy.

Notice The Jackson County School System is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other legally protected status.The Jackson County School System is a drug-free workplace. A background check will be completed upon hire, which may consist of any or all of the following: criminal and employment histories, credit history (as applicable to the position), education credentials, and motor vehicle driving records.