Secretary III - CTE @ Learning Services Center

TERMS OF EMPLOYMENT

Classified Salary Range

Benefits Available

SECRETARY III - CTE

POSITION POSTING

SECRETARY III Learning Services Center 8 hrs per day/200 workdays per year;
Shift time:
Monday - Friday;
Approximately 7:30AM-4:00PM;
Shift time is subject to building needs.
REPORTS TO: CTE Director

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

• Customer Service
• Provide support for all district wide CTE teachers.
• 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.
• Maintain a positive, productive, and cooperative relationship with all district staff.
• Support the CTE Director
• Organize, set priorities, and meet inflexible deadlines under considerable pressure.
• Independently perform a variety of complex and detailed tasks quickly with a high degree of accuracy.
• Protect confidential information consistent with district ethical guidelines.
• Provide data as needed for meetings, reports, etc.
• Take notes and produce various documents, including correspondence, agenda items, memoranda, meeting minutes, etc.
• Compile and organize information for federal and state audits.
• 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.
• Communicate with district staff, state coordinators, and community agencies for and in the absence of the administrator.
• CTE Budget
• Organize budgets, financial forms, and monitor expenditures.
• Maintain CTE budget entries in the department Google Sheet with a high level of accuracy.
• Process all CTE Purchasing Requests.
• Understand necessary budget codes to support work of all CTE.
• Submit requests for new budget codes as needed.
• Complete journal entry requests and submit to accounts payable as needed.
• Submit requisitions via Skyward daily.
• Track all Purchase orders with required documentation and submit to accounts payable daily and close out purchase orders as soon as possible.
• Run and develop Skyward budget reports as needed to support budget tracking and planning.
• Coordinate arrangements for travel and conferences for the CTE administrator(s), all CTE staff, and consultants.
• Organize certificated and classified staffing data for CTE programs.
• Maintain department inventory for items (Chromebooks, cameras, sewing machines, printers, etc.)
• CTE Revenue
• Verify accurate CIP and VCodes within Skyward - confirm alignment with teacher v-code to course CIP code and identify possible concerns for the director.
• Resolve CEDARS issues related to CTE in a timely manner.
• Complete monthly CTE P223 report for all secondary schools.
• Organize and prepare state and federal reports, including coordination of I-grants and EGMS.
• CTE Frameworks
• Work with CTE teachers to obtain copies of updated framework and retain both Word and PDF versions in department drive.
• Submit new CTE course framework applications as needed including all required companions files to support a clean submission.
• Project manage the program approval process both annually and long term (5 year rotation) of program areas.
• Dual Credit
• Act as liaison with Big Bend Community College and other institutions to ensure articulated classes are current.
• Work with CTE teachers to support dual credit efforts (approval, grades, etc.).
• Program Advisory and General Advisory Committee Meetings
• Work with the director to determine possible dates, meeting agenda, note taking tools, etc.
• Develop a communication plan which includes delivery of both digital and mailed invitations.
• Work with Career Center to share industry partners information.
• Work with vendors or district culinary programs to develop quotes for planned dinner events.
• Work with the specific location for each event to plan out room layout for tables and locations of groups based on RSVP numbers.
• Organize and participate in setup of the meeting spaces including decorations.
• Attend all meetings 3-5 per school year, support the Director and CTE teachers, take official minutes at General Advisory Committee meetings.
• Software Requirements
• High level of understanding in Skyward Financial Management to submit requisitions, run…