Secretary to Director of Career & Technical Education and Career Readiness

Secretary to the Director of Career & Technical Education and Career Readiness

Starting Date:
Immediately

Position:
Secretary to the Director of Career & Technical Education and Career Readiness

• Ensure the efficient operation of the CTE Department.
• Provide clerical services to the CTE Department.
• Act as the receptionist at the CTE building.
• Prepare written correspondence, forms, schedules, or reports using a personal computer.
• Prepare instructional materials, meeting agendas, and campus communication.
• Monitor and process personal time records, including leave requests and reports.
• Compile information and submit to the central office according to established deadlines.
• Maintain department calendar of events.
• Schedule meetings, appointments and maintain a calendar for directors.
• Assist students, teachers, and parents.
• Receive incoming calls, take reliable messages, and route them to appropriate staff.
• Maintain physical and computerized files, including mailing lists, student records, visitor logs, and office communication.
• Update handbooks, policy manuals, and other documents.
• Perform routine bookkeeping tasks, including simple arithmetic operations to maintain department budget records.
• Prepare and process purchase orders.
• Receive, store, and issue supplies and equipment.
• Prepare and make cash deposits for activity account(s).
• Responsible for maintenance of activity checkbook(s) and ledger(s).
• Assist with the coordination of faculty meetings, campus activities, district events.
• Assist with tracking student certifications data and add this data to the student information system.
• Assist with ensuring required vendors are on the approved vendor list; solicit vendors to complete bid packet.
• Assist with budget preparation for the department.
• Sort, distribute, or deliver mail and other documents.
• Maintain confidentiality.
• Promote positive public relations by creating/maintaining effective relationships with students, staff, parents, and community members.
• Attend department training.
• Pay invoices.
• Create/process required paperwork for department consultants.
• Create/process travel for students.
• Create/process repair requests for equipment.
• Create/process truck rentals.
• Create/process teacher/director travel.
• Create/process purchase orders, request for payments, and requisition purchase orders.
• Follow up on packing slips/invoices for payment with teachers/directors.
• Call vendors when there are invoice issues with backorders, missing invoices, or packing slips.
• Ensure PSA/Vendor Packets are on file before teachers are given purchase orders.
• Assist with other duties as assigned.

• High School Diploma or GED (High School/Trade School degree preferred).
• Citizenship, residency, or work visa required.
• Proficient in the use of personal computers and software to develop spreadsheets, databases, and word processing (Microsoft Office Products).
• Proficient word processing and file maintenance skills.
• Proficient in the use of Skyward.
• Proficient in the use of Finance Plus Budget System.
• Effective organizational, communication, and interpersonal skills.
• Knowledge of accounting principles.
• Ability to create and maintain the CTE website.
• Ability to work with community members, parents, and teachers.

• Personal computer, printer, copier, fax machine, and calculator.

• Tools/Equipment Used:
  Personal computer and peripherals; standard instructional equipment.
• Posture:
  Prolonged standing; frequent kneeling/squatting, bending/stooping, pushing/pulling, and twisting.
• Motion:
  Frequent walking.
• Lifting:
  Regular light lifting and carrying (less than 15 pounds); may lift and move items up to 45 lbs.
• Environment:
  Work inside, may work outside; regular exposure to noise.
• Mental Demands:
  Maintain emotional control under stress; work prolonged or irregular hours.