CTE Administrative Assistant

2026-2027 CTE Administrative Assistant

Title: CTE Administrative Assistant

Reports To: Director of CTE

Terms of Employment: Full-time - 12 Months

Salary: $3,200.00 - $3,800.00

FLSA Exempt/Non-Exempt: Exempt

Qualifications:

Associate's degree or 5 years of related experience preferred

Essential Job Functions:

• Assist the CTE Director in developing and assigning annual budget allotments.
• Support the daily fiscal and operational functions of the CTE Department.
• Prepare financial reports and budget documentation for local, state, federal, and grant-funded programs.
• Develop and process Federal, State, Local, and Grant budgets and budget amendments.
• Maintain financial records in compliance with the CTE Fiscal & Policy Guide, Monitoring for Compliance Handbook, Regional Services requirements, and State Board of Education policies.
• Prepare financial statements, Personnel Activity Reports (PARs), and Time and Effort documentation.
• Monitor purchase order requests and prior approvals to ensure compliance with district, state, federal, and grant requirements.
• Manage purchasing card transactions and reconciliation for CTE programs.
• Independently manage a high volume of departmental purchases from requisition through payment.
• Process and manage vendor invoices to ensure timely and accurate payment.
• Purchase instructional supplies, equipment, materials, and services for CTE programs, grants, teacher initiatives, and student events.
• Assist staff with travel reimbursements, field trip requests, purchases, budget requisitions, vendor services, contracts, and required reporting.
• Maintain a comprehensive inventory of all CTE-funded equipment and materials, including non-capital assets, for four high schools, six middle schools, and the CTE Department.
• Maintain organized electronic and hard-copy fiscal, grant, and compliance records.
• Draft financial correspondence, reports, and other departmental documents.
• Coordinate conference registrations, committee meetings, and other departmental events.
• Schedule meetings and appointments for the CTE Director.
• Retrieve, organize, and distribute information to administrators, principals, teachers, and CTE staff.
• Perform general office duties including data entry, copying, scanning, filing, mailing, and record management.
• Perform other duties as assigned by the CTE Director.

Supervises:

• None

Physical and Cognitive Requirements:

• Read, prepare, interpret, and maintain reports, spreadsheets, financial records, forms, correspondence, and other job-related documents.
• Apply appropriate grammar, punctuation, and written communication standards in all work products.
• Analyze financial information with accuracy and attention to detail.
• Maintain confidentiality while managing sensitive financial and personnel information.
• Organize multiple projects, prioritize competing deadlines, and work independently with minimal supervision.
• Communicate effectively with district staff, school personnel, vendors, and external agencies.
• Operate standard office equipment and computer software necessary to perform assigned duties.
• Speak to individuals or groups of people with poise, voice control, and confidence
• Respond adequately to inquiries or complaints
• Write using standard convention in all languages required by the job
• Apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw conclusions
• Apply common sense understanding to carry out instructions furnished in written, oral, or diagrammatic form
• Communicate effectively
• Use/interpret CTE specific terminology, mathematical formulas, and functions effectively and efficiently
• Hold a valid NC Driver's License and operate a motor vehicle
• Ability to lift 25 pounds
• Ability to stand and sit

DISCLAIMER: The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of the position. All employees may have other duties assigned at any time.