Administrative Assistant, CTE and Educational Services (4014)

Position Type:
Administrative/Business Support/Administrative Assistant

Date Posted:
4/1/2024

Location:
District Office - Educational Services

Additional Information:

JOB GOAL: Perform all duties associated with Career and Technical Education (CTE) in order to maintain efficient support for the CTE director and all of the CTE teachers and support staff. Support the Educational Services Department as needed.

QUALIFICATIONS:

1. High school diploma or 3 years progressively responsible secretarial experience requiring above average secretarial skills.

2. Strong interpersonal communication skills.

3. Strong organization skills.

4. Willingness to work as a team player, to take direction and follow through on assignments in a timely manner.

5. General knowledge of CTE funding sources including Perkins grant and CTED funds.

6. General knowledge of state procurement rules

PERFORMANCE RESPONSIBILITIES:

Responsibilities shall include, but not be limited to, the following:

1. Perform a variety of secretarial and clerical duties, including filing, typing, correspondence, memoranda, notices, reports and written materials.

2. Ability to organize, prioritize and meet deadlines with an attention to detail while working with frequent interruptions and with a minimum of supervision.

3. Collect, format and submit CTE data reports as required by the state and federal governments in order to receive all allotted funding: 40th and 100th day, participants and program completers.

4. Conduct annual follow up of CTE graduates (placements) and report results to ADE.

5. Assist the CTE Director with department budgets. Keep an accurate record of all expenditures for each funding source.

6. Using the state networked accounting program (Infinite Visions), create purchase requisitions utilizing the correct budget codes and follow state procurement rules: obtain quotes, bids and contract pricing for instructional supplies or equipment.

7. Coordinate with a CTE teacher regarding professional development opportunities with registration, hotel reservations, and travel arrangements.

8. Coordinate with CTSO Advisor regarding travel arrangements with advisors utilizing various funding sources.

9. Plan advisory committee meetings with local businesses, teachers, parents and students.

10. Organize, schedule and conduct bi-annual CTE assessment testing for students in their second-year programs using the ADE CTE Assessment website.

11. Maintain files for all department purchases, reports, and inventory for capital assets.

12. Become proficient in Synergy Student Information System.

13. Cross-reference ADMS75 report with CTE Enrollment report in Synergy. Address any errors before the final funding report is generated.

14. Manage AVID budget and support AVID Center reporting

15. Answer telephone and respond appropriately to requested information.

16. Maintain an appointment calendar and make appointments for the Director.

17. Perform all other duties as assigned.
    
    

TERMS OF EMPLOYMENT: 12-MONTH

COMPENSATION: Classified Salary Schedule

REPORTS TO: Director of Career and Technical Education

EVALUATION: Initial evaluation to be completed no later than ninety (90) days after first day of work; thereafter, annually by supervisor.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, sit and talk or hear. The employee is frequently required to use hands and arms, stand, bend or stoop. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Notice of Nondiscrimination

Queen Creek Unified School District does not discriminate on the basis of race, color, religion, national origin, sex, disability, age or sexual orientation in admission and access to its programs, services, activities, or in any aspect of their operations and provides equal access to the Boy Scouts and other designated youth groups. Queen Creek Unified School District also does not discriminate in its hiring or employment practices. The following employees have been designated to handle inquiries regarding the nondiscrimination policies: Title IX Coordinator 20217 E. Chandler Heights Rd., Queen Creek, AZ 85142, Phone 480- 987-7418 and Compliance Officer for Section 504/ADA, Director of Special Education, 20217 E. Chandler Heights Rd., Queen Creek, AZ 85142, Phone 480-987-5990.

El Districto Escolar Unificado de Queen Creek no discrimina en base a su raza, color, religin, origen nacional, sexo, discapacidad, edad, o la orientacin sexual para la admisin y su acceso a sus programas, servicios, actividades, o en cualquier aspecto de sus operaciones y proporciona un acceso igualitario a los Boys Scouts y otro grupos de jvenes designados. El Distrito Escolar Unificado de Queen Creek tampoco discrimina en sus prcticas de empleo y contratacin. Los siguientes empleados han sido designados para manejar las preguntas en cuanto a las plizas de no discriminacin: Coordinadora de Ttulo IX 20217 E. Chandler Heights Rd., Queen Creek, AZ 85142, Phone 480-987-7418 and Funcionario de Cumplimiento para la Seccin 504/ADA, Director de Educacin Especial, 20217 E. Chandler Heights Rd., Queen Creek, AZ 85142, Phone 480-987-5990.