SECRETARY III CTE Learning Services Center

TERMS OF EMPLOYMENT

Classified Salary Range

Benefits Available

SECRETARY III - CTE

QUALIFICATIONS:

1. High school diploma or equivalent required; Associates degree preferred.
2. Ability to successfully complete the secretarial assessment.
3. Successful prior experience providing administrative support for an administrator and academic program.
4. Successful prior experience maintaining confidential information and records.
5. Must have experience in basic accounting principles including budget management.
6. Must have strong organizational skills.
7. Must be able to demonstrate accuracy in record keeping.
8. Must be able to use a variety of computer applications including Google Suite Microsoft Suite Skyward Red Rover EDS; demonstrating proficiency within 20 workdays.
9. Must have a proven record of punctuality dependability and consistent attendance.
10. Bilingual preferred.

ESSENTIAL JOB FUNCTIONS:

1. Customer Service
1. Provide support for all district wide CTE teachers.
2. Consistently deliver outstanding customer service to ensure a positive experience for all visitors students parents staff vendors industry partners etc. Greet each individual with warmth and professionalism.
3. Maintain a positive productive and cooperative relationship with all district staff.
2. Support the CTE Director
1. Organize set priorities and meet inflexible deadlines under considerable pressure.
2. Independently perform a variety of complex and detailed tasks quickly with a high degree of accuracy.
3. Protect confidential information consistent with district ethical guidelines.
4. Provide data as needed for meetings reports etc.
5. Take notes and produce various documents including correspondence agenda items memoranda meeting minutes etc.
6. Compile and organize information for federal and state audits.
7. Obtain data from teachers to support Work-Based Learning reporting requirements Industry Recognized Certificates (IRC) reporting requirements and upload into Skyward to meet state reporting requirements.
8. Communicate with district staff state coordinators and community agencies for and in the absence of the administrator.
3. CTE Budget
1. Organize budgets financial forms and monitor expenditures.
2. Maintain CTE budget entries in the department Google Sheet with a high level of accuracy.
3. Process all CTE Purchasing Requests.
4. Understand necessary budget codes to support work of all CTE.
5. Submit requests for new budget codes as needed.
6. Complete journal entry requests and submit to accounts payable as needed.
7. Submit requisitions via Skyward daily.
8. Track all Purchase orders with required documentation and submit to accounts payable daily and close out purchase orders as soon as possible.
9. Run and develop Skyward budget reports as needed to support budget tracking and planning.
10. Coordinate arrangements for travel and conferences for the CTE administrator(s) all CTE staff and consultants.
11. Organize certificated and classified staffing data for CTE programs.
12. Maintain department inventory for items (Chromebooks cameras sewing machines printers etc. )
4. CTE Revenue
1. Verify accurate CIP and VCodes within Skyward - confirm alignment with teacher v-code to course CIP code and identify possible concerns for the director.
2. Resolve CEDARS issues related to CTE in a timely manner.
3. Complete monthly CTE P223 report for all secondary schools.
4. Organize and prepare state and federal reports including coordination of I-grants and EGMS.
5. CTE Frameworks
1. Work with CTE teachers to obtain copies of updated framework and retain both Word and PDF versions in department drive.
2. Submit new CTE course framework applications as needed including all required companions files to support a clean submission.
3. Project manage the program approval process both annually and long term (5 year rotation) of program areas.
6. Dual Credit
1. Act as liaison with Big Bend Community College and other institutions to ensure articulated classes are current.
2. Work with CTE teachers to support dual credit efforts (approval grades etc.).
7. Program Advisory and General Advisory Committee Meetings
1. Work with the director to determine possible dates meeting agenda note taking tools etc.
2. Develop a communication plan which includes delivery of both digital and mailed invitations.
3. Work with Career Center to share industry partners information.
4. Work with vendors or district culinary programs to develop quotes for planned dinner events.
5. Work with the specific location for each event to plan out room layout for tables and locations of groups based on RSVP numbers.
6. Organize and participate in setup of the meeting spaces including decorations.
7. Attend all meetings 3-5 per school year support the Director and CTE teachers take official minutes at General Advisory Committee meetings.
8. Software Requirements
1. High level of understanding in Skyward Financial Management to submit requisitions run reports create reports (data mining) check for budget codes etc.
2. High level of understanding in Skyward Student side to run class reports teacher data reports data mine upload industry recognized certificate (IRC) data etc.
3. Spreadsheet skills including basic to intermediate understanding of formulas and pivot tables (Google Sheets and MS Excel).
4. SchooLinks - CTE Industry Partner section and Work-Site Learning tool sets.
5. NuMetric - CTE data tool - run reports use to add data for minutes etc.
9. Other General Responsibilities
1. Maintain district-assigned email account; read and respond to messages in a timely manner.
2. Assist with reports maintaining records keeping inventories etc.
3. Must be able to follow directions assume office responsibilities maintain confidentiality and work independently.
4. Maintain excellent attendance.
5. Accept responsibility for assignments and outcomes.
10. Support all CTE activities for Moses Lake School District.

TESTING REQUIREMENTS

1. First aid card may be required for specific positions
2. Ability to successfully complete the typing assessment with a score in the upper Moderately Effective to Highly Effective range. Current in-district employees with five (5) or more years of experience in the Moses Lake School District may have the typing test waived at the discretion of the principal/director.
3. The hiring manager may choose to administer a position-specific assessment to help inform the selection process.

NOTICE OF NONDISCRIMINATION
The Moses Lake School District #161 does not discriminate in any programs or activities on the basis of sex race creed religion color national origin age honorably discharged veteran or military status sexual orientation gender expression or identity disability or the use of a trained dog guide or service animal and provides equal access to the Boys Scouts and other designated youth groups. Inquiries regarding compliance and/or grievance procedures may be directed to the school districts Title IX Affirmative Action and Equal Opportunity officer Michelle Musso 1620 S Pioneer Way Moses Lake WA 98837 ; OR Section 504/ADA Coordinator Samantha Burgess 1620 S Pioneer Way Moses Lake WA 98837 (509) 766- 2670

Required Experience:

Junior IC