Administrative Assistant

Employment Classification: [Full-Time / Contract Days 260] [Part-Time / Contract Days 260 @ 5.5hrs per day] Salary Range: FT = $35,000 - 40,000; PT = $21,000 - $25,000 Application Deadline: November 30, 2026 Starting Date: January/February 2027 Position Overview Heartland Career Center seeks a highly organized, detail-oriented, dependable individual to serve as the Administrative Assistant to the CTE Director . This position supports the Career Center's daily operations through administrative coordination, payroll processing, student information management, data collection, and state reporting. The ideal candidate will demonstrate strong organizational and technical skills, the ability to manage multiple responsibilities and deadlines, and a commitment to supporting students, staff, administrators, and community stakeholders. Essential Duties and Responsibilities Administrative Support Provide direct administrative and clerical support to the CTE Director. Manage correspondence, documents, reports, schedules, and other administrative materials. Answer incoming telephone calls, respond to inquiries, and direct calls appropriately. Greet and assist visitors, parents, students, staff, and community members in a professional and welcoming manner. Assist with scheduling meetings, preparing agendas, maintaining records, and coordinating communications. Maintain confidentiality of student, employee, and organizational information. Perform additional administrative duties as assigned by the CTE Director. Payroll and Personnel Support Prepare, process, and verify employee payroll information in coordination with the appropriate business office. Maintain accurate employee attendance, leave, and payroll-related records. Monitor payroll deadlines and ensure timely submission of required documentation. Assist with personnel records, employment documentation, and other human resources-related administrative functions. State Reporting and Data Management Coordinate the collection, verification, organization, and submission of data required for Indiana Career and Technical Education reporting. Prepare and format data for INTERS (Indiana Technical Education Reporting System) and other required state reporting platforms. Assist with preparing, verifying, and submitting Form 30A and related reports. Monitor state reporting requirements, timelines, and deadlines to ensure accurate and timely submissions. Collaborate with instructors, school counselors, sending schools, and administrators to collect and validate student enrollment, program participation, and other required information. Analyze, reconcile, and maintain student and program data to support accurate reporting, accountability, and organizational decision-making. Identify and resolve data discrepancies while maintaining data integrity. Student Information System (SIS) Administration Serve as a designated administrator for Harmony Student Information System (SIS) . Maintain accurate student enrollment, demographic, scheduling, attendance, and program information. Manage appropriate user access, system permissions, and data integrity within Harmony. Assist staff with Harmony-related questions, troubleshooting, and system procedures. Coordinate with sending school corporations to ensure accurate student records and information sharing. Generate reports and export student data for internal operations and state reporting. Support system updates, data management procedures, and continuous improvement of SIS operations. Required Qualifications High school diploma or equivalent required; associate degree or additional education in business administration, information systems, accounting, or a related field preferred but not necessary. Strong computer skills, including proficiency in Microsoft Office and Google Workspace. Advanced proficiency in spreadsheets, data organization, and report preparation. Excellent organizational, written communication, and interpersonal skills. Strong attention to detail and accuracy. Ability to prioritize responsibilities, work independently, and consistently meet deadlines. Ability to maintain confidentiality and handle sensitive information professionally. Demonstrated ability to work collaboratively with administrators, staff, students, families, and external partners. Desired Professional Attributes The successful candidate will be: Detail-Oriented: Committed to accuracy in payroll, student records, and state reporting. Organized: Able to balance multiple projects, responsibilities, and reporting deadlines. Technologically Proficient: Comfortable learning and managing software applications, databases, and reporting systems. Professional and Personable: Able to create a welcoming and supportive environment for students, families, staff, and visitors. Dependable: Demonstrates initiative, accountability, discretion, and a strong work ethic. Adaptable: Willing to learn new systems, respond to changing requirements, and support the evolving needs of the Career Center. Application Process Interested candidates should submit the following: Letter of interest Current résumé Professional references Application found at the following link: Submit application materials to: Floyd McWhirt, Director Heartland Career Center

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