Administrative Assistant to Vocational & Facilities Supervisors

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