Administrative Assistant-Career & Technical Education (CTE) Department

Primary Purpose:

Assist the Director of Career & Technical Education (CTE) in the daily operations of the department including budget management purchase orders travel coordination event and meeting support records management and clerical services. Support communication and coordination with campuses vendors and other stakeholders while ensuring efficient departmental operations and compliance with district procedures.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient skills in typing word processing bookkeeping and file maintenance

Effective communication and interpersonal skills

Ability to use personal computer and software to develop spreadsheets and databases and do word processing

Demonstrate the ability to handle multiple tasks at the same time and deal with timelines

Telephone skills computer organization and calendar management.

Minimum Experience:

One to three years of secretarial experience preferably in public education environment

Major Responsibilities and Duties:

Records Reports and Correspondence

1. Administer CTE budget funds - balance all accounts and prepare financial reports when requested.
2. Assist in preparation of budget and demonstrate fiscal responsibility in expenditure of funds.
3. Prepare/process purchase orders requisitions invoices and related financial documentation.
4. Process the ordering of supplies for department and coordinate incoming supplies and equipment.
5. Meet regularly with CTE Director to review budget activity expenditures and other pertinent information.
6. Maintain accurate records files inventories and departmental documentation in accordance with district procedures.
7. Prepare correspondence memoranda reports forms presentations and other documents for the CTE department.
8. Assist in coordination of calendars appointments meetings professional development sessions and department events.
9. Coordinate travel arrangements registrations and required documentation for CTE staff professional development and CTSO student travel at the local state and national levels.
10. Assist with planning and logistical support for departmental meetings trainings recognition programs and special events.
11. Communicate effectively and professionally with staff students parents business partners vendors and community members.
12. Demonstrate sound judgment in disseminating information and maintaining confidentiality at all times.
13. Support collection and organization of data reports and documentation required for state district grant and program compliance purposes.
14. Demonstrate the ability to manage multiple projects deadlines and priorities in a fast-paced environment.
15. Perform duties required to maintain an efficient and effective CTE office and support overall departmental operations.
16. Perform other duties as assigned.

Supervisory Responsibilities:

None

Equipment Used:

Personal computer printer copier multi-line phone and fax machine and calculator.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping pushing/pulling and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional districtwide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress; frequent prolonged and irregular hours. The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be require

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

Required Experience:

Junior IC