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.