Administrative Assistant - CCMR/CTE

Administrative Assistant I - CCMR (0911A)

Organize and manage the routine work activities of an administrative department office and provide clerical services to the Career and Technology Department as well as Adult and Community Education. Assist the Executive Director of Career Technical Ed & Post-Secondary Readiness.

Qualifications:

• High school diploma or GED
• Proficient technology skills
• Strong Microsoft Office Skills: Priority Order-Excel, Word, & OneNote
• Ability to handle multi-tasking and fast-paced situations
• Excellent organization, communication, and file maintenance skills
• Ability to organize and self motivate
• Excellent telephone and public relations skills
• Flexible in work situation
• Strong math skills
• Ability to use personal computer and software to develop spreadsheets, databases, work process, and to develop reports
• Experience with budget and general bookkeeping
• Work with confidential material

Major Responsibilities and Duties:

1. Prepare reports, agendas, memos, presentations, and other documents.
2. Coordinate communications within the department and with the general public and business partners.
3. Maintain confidential information and records.
4. Greet and assist visitors and district personnel.
5. Arrange and coordinate for conferences and interviews.
6. Assist in preparation of publications.
7. Assist and support the preparation and maintenance of curriculum.
8. Prepare correspondence, forms, reports, etc., using personal computer.
9. Compile pertinent data as needed when preparing various state and local reports.
10. Maintain physical and computerized departmental files.
11. Maintain student records as needed.
12. Perform routine bookkeeping tasks, including simple arithmetic operations, for the department. Including management of local and federal budget records.
13. Prepare purchase orders and payment authorizations.
14. Monitor and process personnel time records including leave requests and reports; compile information and submit to central office.
15. Answer incoming calls, take reliable messages, and route to appropriate staff.
16. Maintain a schedule of appointments and make travel arrangements for department staff.
17. Receive, sort, and distribute mail and other documents to department staff.
18. Manage teacher travel for state conference/professional development and competitions.
19. Manage student travel for competitions.
20. Process payments for Adult Education Program.
21. Coordinate the distribution of Adult Education Brochures and mailings.
22. Assist with registration for Adult Education Classes and confirm roster requirements.
23. Maintain confidentiality of information.
24. Other duties as assigned.

Equipment Used: Personal computer, printer, copier, calculator, and fax machine.

Working Conditions: Maintain emotional control under stress. Work with frequent interruptions; occasional prolonged and irregular hours; repetitive hand motions; prolonged use of computer. Moderate lifting and carrying. Position requires frequent bending, stooping, twisting, pulling, and overhead reaching. Position requires the ability to lift 25 pounds to waist high.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned, alternative methods of performing your duties, or skills that may be required.