Secretary: Career & Technical Education

Job Description: Secretary:   Career & Technical Education

Primary Function:

To perform a variety of highly responsible secretarial and administrative duties. To provide information and assistance to the public.

Qualifications:

• At least 21 years of age

• Possess a GED, high school diploma, or higher

• Demonstrate excellent communication and organizational skills

• Proficient in computer use

• Able to multi-task

• Able to maintain a positive demeanor on the telephone and in the office

• Detail oriented

• Interpret and apply office policies and procedures.

• Work cooperatively with other departments, offices, students and outside agencies.

• Perform responsible secretarial work involving the use of independent judgment and personal initiative.

• Understand the organization and operation of the district and of outside agencies as necessary to assume assigned responsibilities.

• Analyze situations carefully and adopt effective courses of action.

• Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and administrative reports.

• Maintain confidential data and information for Supervisor.

• Independently prepare correspondence and memoranda.

• Operate a variety of office equipment including a fax machine, copier and multi-line phone.

• Provide work direction and guidance to staff.

• Operate a computer terminal and specified software such as word processing and spreadsheets.

• Communicate effectively both orally and in writing.

• Establish and maintain cooperative and effective working relationships with others, including Career Coaches, Guidance, and other secretaries.

Reports to: Supervisor of Career & Technical Education

Performance Responsibilities:

• To participate and assist in the administration of the office; research, compile, analyze and summarize data for special projects and various comprehensive reports. 

• To prepare or direct the preparation of annual, quarterly and administrative reports. 

• To prepare minutes of meetings; supervise the ordering and storage of supplies.

• To maintain appointment schedules and calendars for Supervisor and other staff. 

• To schedule and arrange travel itineraries and reservations. 

• To coordinate activities with other departments, division chairs, the public and outside agencies.

• To serve as receptionist for the CTE office.

• To screen calls, visitors and mail; respond to sensitive requests for information and assistance. 

• To interpret district policies, rules and regulations in response to inquiries and complaints. 

• To resolve student concerns and complaints; refer inquiries as appropriate.

• To participate in budget preparation and administration. 

• To prepare cost estimates for budget recommendations 

• To submit justifications for budget items.

• To initiate and maintain a variety of files and records for information related to the office. 

• To maintain manuals and update resource materials.

• To type and assemble reports, manuals, newsletters and other materials and distribute to staff. 

• To attend, take, prepare and distribute minutes of committee meetings as directed.

• To type and proofread a wide variety of reports, letters, memoranda and statistical charts. 

• To type from rough draft, verbal instructions, transcribing machine recordings or dictation.

• To independently compose correspondence related to assigned responsibilities.

• Perform other duties as assigned. 

• To provide information and assistance to the public.

• Knowledge of The Carl D. Perkins Vocational and Technical Education Act

• Basic principles and practices of fiscal, statistical and administrative research and report preparation.

• Correct English usage, spelling, grammar and punctuation.

• Rules, regulations, policies and procedures of the VDOE system.

• Modern office procedures, methods and equipment.

• Public relations techniques.

• Operation of a computer terminal and specified software such as word processing and spreadsheets.

• Business letter writing and basic report preparation

• Record-keeping techniques.

• Principles and practices of providing work direction and guidance.

• Career and Technical Student Organizations (CTSOs) – organization and competitions

• Career and Technical Education framework and Work Based Learning.

Terms of Employment:  Twelve month year.  Salary to be established by the School Board.

Evaluation:   Performance of this job will be evaluated annually in accordance with school board policy and administrative regulations on evaluation of administrative personnel.