Job Description
Job
Title: Administrative Secretary- ATE
Director
Department: District Office
Reports
To: Director of Applied Technology
Education
Salary
Schedule: SC-10
FLSA
Status:
Nonexempt
Prepared
By: Director of Applied Technology Education
Prepared
Date:
Approved
By: Human Resources Director
Approved
Date: 7/20/05 (revised 2/26/07, 5/23/13)
SUMMARY
Performs secretarial duties in the District
Office by performing the following duties. Serves as the Executive Secretary for the Director of Applied
Technology Education. Has lead
and primary responsibility for all office administrative functions.
ESSENTIAL
DUTIES AND RESPONSIBILITIES include the following. Other duties may be
assigned as necessary.
Answers telephone to
provide information, take messages, or transfer calls.
Greets visitors and
directs to appropriate area or person.
Composes, or transcribes
from rough draft, routine correspondence, bulletins, memorandums, and other
material.
Makes copies
of correspondence or other printed materials.
Prepares
outgoing mail and correspondence, including e-mail and faxes.
Reads and routes
incoming mail. Locates and attaches appropriate
file to correspondence to be answered by employer.
Mails
all CTE testing.
Orders and dispenses
office supplies.
Maintains
official financial files.
Maintains information
needed for budget purposes.
Maintains
all CTE Educator budgets.
Plans and arranges the
maintenance and preparation of information needed for budget reports.
Designs and organizes
filing systems.
Acts
as custodian of files.
Updates
computer data files with a wide variety of student information.
Prints
attendance sheets for all vocational students.
Verifies
CIP codes and Social Security Numbers in Student Information System.
Reviews
new 11 digit number on all CTE classes on Student Information System.
Inputs totals and names
of classes taken with Articulated Program by students into the State Office
PATI System.
Studies new regulations
and applies them in preparing reports and maintaining records.
Arranges, coordinates,
and monitors travel requests, schedules, and reservations.
Coordinates and arranges
meetings, prepares agendas, reserves and prepares facilities, and records and
transcribes minutes of meetings.
QUALIFICATIONS
To perform this job
successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed above and below are representative of
the knowledge, skill, and/or ability required. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential
functions.
Working knowledge and experience of Microsoft
Excel.
EDUCATION
and/or EXPERIENCE
Associate's
degree (A. A.) or equivalent from two-year college or
technical school and one year related experience and/or training; or equivalent
combination of education and experience.
LANGUAGE
SKILLS
Ability
to read and interpret documents such as safety rules, operating and maintenance
instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak
effectively before groups of customers or employees of organization.
MATHEMATICAL
SKILLS
Ability
to add, subtract, multiply, and divide in all units of
measure, using whole numbers, common fractions, and decimals. Ability to compute rate,
ratio, and percent and to draw and interpret bar graphs.
REASONING
ABILITY
Ability to solve practical problems and deal
with a variety of concrete variables in situations where only limited
standardization exists. Ability to interpret a variety of instructions furnished in
written, oral, diagram, or schedule form.
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 sit;
use hands; talk and hear. The employee
is occasionally required to stand, walk, and reach with hands and arms. The employee must regularly lift and/or move
up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally
lift and/or move up to 50 pounds.
Specific vision abilities required by this job include close vision,
distance vision, color vision, and 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.