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

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

Campus: Dickinson High School

Wage/Hour Status: Non-Exempt

Immediate Supervisor: CTE Director

Pay Grade: Per Compensation Manual

Days Employed: Per Compensation Manual

POSITION SUMMARY:

• Ensure the efficient operation of the CTE Department
• Provide clerical services to the CTE Department
• Act as the receptionist at the CTE building

QUALIFICATIONS:

Education/Certification:

• High School Diploma or GED

Special Knowledge/Skills:

• 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, teachers

MAJOR RESPONSIBILITIES FOR THE CTE AND FINE ARTS DEPARTMENT:

• 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
• Order supplies, furniture, etc.
• 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/packing slips
• Ensure PSA/Vendor Packets are on file before teachers are given Purchase Orders
• Assist with other duties as assigned

EQUIPMENT USED:

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

Mental Demands/Physical Demands/Environmental Factors:

• 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