QUALIFICATIONS:
- High School Graduate.
- Advanced knowledge of computer applications and office procedures.
- Strong written and verbal communication skills; proficiency in keyboarding.
- Such alternatives to the above qualifications as the Superintendent may find appropriate and acceptable.
REPORTS TO:
The Vocational and Facilities Supervisors
EVALUATED BY:
The Vocational & Facilities Supervisors
JOB GOAL:
Assists the Vocational and Facilities Supervisors in matters essential to the efficiency and integrity of the Vocational and Facilities' Offices and their operational mission.
PERFORMANCE RESPONSIBILITIES:
- Produces documents, letters, reports and memos as directed by supervisors.
- Maintains a schedule of appointments and makes arrangements for conferences and interviews.
- Screens calls to the Supervisors, re-routing them to the appropriate individual or department when necessary.
- Works with Supervisors to coordinate outside vendor scheduling.
- Organizes and records summer office and classroom moves.
- Performs administrative support for the Supervisors and other administrators when time allows.
- Organizes all necessary travel arrangements for the Supervisors.
- Prepares Supervisors' materials for students and faculty for the opening of school.
- Maintains an efficient filing system of all Vocational & Facilities' records.
- Receives oral & written communications and disperses as necessary.
- Provides excellent customer service to clients/parents by answering inquiries, resolving concerns, and assisting with accessing vocational resources.
- Collaborates with vocational supervisors and other vocational educators to ensure smooth program operations and participant success.
- Manages multiple administrative tasks and supports team members in a high paced environment.
- Supports two vocational supervisors overseeing twenty-one vocational programs with coordinating meetings, communications and actions.
- Maintains all functions of Jobready 360, the online platform used to house all co-op documents
- Including initiating all forms to new co-op students and employers
- Tracking the forms to be sure they are all complete before approving a student for co-op
- Tracks grades for all co-op students.
- Tracks work logs and reflection forms for all co-op students once they have started working.
- Tracks certificates of insurance and CORI's to be sure they are all up to date.
- Finds coverage for all teachers and paras that are absent, have meetings to attend during the school day or who need to go home unexpectedly.
- Reconciles absences in Frontline and submits purchase orders in Tyler.
- Maintains records for conferences and interviews.
- Orders all office supplies as needed.
- Oversees copy machine and other office equipment as necessary.
- Ensures that parents, teachers, students and the general public have been assisted in receiving answers to their inquiries.
- Compiles and organizes time sheets.
- Keeps track and schedules student workers.
- Trains new employees on the Arbiter program.
- Performs Arbiter meeting and events organization.
- Updates Arbiter calendar as needed.
- Walks around the building during the summer to review areas that need improvement, paint and repair.
- Coordinates with TI & Facilities for summer cleaning of their areas so not to disrupt summer classes.
- "Red Flag" any inventory that may not meet appropriate codes, especially furniture.
- Provides assistance to other administrators during the summer.
- Maintains confidentiality of the office.
- All other duties as assigned by the Superintendent.
TERMS OF EMPLOYMENT:
Full time, Full-Year 40 hours