Administrative Assistant

JOB DESCRIPTION: ADMINISTRATIVE ASSISTANT - STUDENT SERVICES

SALARY SCHEDULE: MDTC SCHEDULE B-T (STARTS AT $34,756.50)

DEPARTMENT: MID-DEL TECHNOLOGY CENTER

FLSA STATUS: NON-EXEMPT

SAFETY-SENSITIVE: NO

POSITION SUMMARY:

Assist in the general operation of the student services office, including maintaining student records and data, providing excellent customer service (on the phone & in person). Assist in the preparation of data collection, reports and/or infographics. Must have flexibility and ability to deal with simultaneous duties in a timely manner as well as create positive relationships with colleagues and office personnel. The position works on a 235-day contract (12 mos.) Monday - Friday from 7:30am - 4:00pm.

QUALIFICATION REQUIREMENTS:

• High school diploma or general education degree (GED)
• 3+ years work experience preferred
• Strong and proficient computer skills are essential (Microsoft Office Suite, Google, Gmail, 10-key, etc.) and/or CareerTech Certifications
• Proficiency or willingness to become proficient in the (ODCTE) CareerTech Information Management System (CTIMS) and MDTC/Mid-Del student information system (PowerSchool).
• Organization, accuracy, and efficiency are essential.
• Evidence of ability to exercise confidentiality, good judgment, discretion, and effective decision-making skills.
• Demonstrated success in planning and managing various functions, projects, and deadlines.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Establish and maintain student database/student information systems. Enter and maintain student data,
generate reports, and summarize data as it pertains to MDTC and Mid-Del Public Schools.

2. Stay current, revise and improve processes as it relates to Mid-Del Technology Center's student
information system and student services' operations.

3. Manage and update student attendance and grades in the SIS/ PowerSchool and run weekly attendance
reports for administrators and sending schools.

4. Work with the Student Services Director and departments to prepare the Student Accounting Report submitted to the Oklahoma Department of Career and Technology Education quarterly and to the State Department of Education annually. Complete student data reports as required by the federal government and MDTC administration.

5. Facilitate the preparation and collection of data as it relates to the Student Services Department including but not limited to ODCTE CTIMS reporting.

6. Prepare transcripts for current and former students as requested in addition to maintaining historical data
for student transcripts. Work with Mid-Del Public Schools student accounting to retrieve student records.

7. Create announcements for the week and ensure they are announced at the beginning of each class period via the intercom system.

8. Submit/maintain allocated and/or activity fund requisitions, purchase orders, and activity invoices for student services team in compliance with all district financial regulations and processes.

9. Provide clerical support to the Student Services team as needed including greeting guests and students,
answering phones, scheduling appointments, preparing various documents, and serving as backup for determining class coverage and preparing substitute packets which may require arriving 30 minutes early as needed.

10. Perform other duties as assigned.

LANGUAGE AND GRAMMAR SKILLS:

Ability to read and comprehend simple instructions, short correspondence and memos. Ability to compose and write grammatically correct correspondence and memos.

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, schedule form, or blueprint 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 the 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 use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to stand, walk, climb or balance, and stoop, kneel, crouch, or crawl. The employee is occasionally required to sit.

The employee must frequently lift and/or move up to 100 pounds, frequently lift and/or move more than 100 pounds, and frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, 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.

While performing the duties of this job, the employee is regularly exposed to fume or airborne particles. The employee frequently works in high, precarious places and in outside weather conditions. The employee frequently works near moving mechanical parts, extreme cold (including outdoors), extreme heat (including direct sunlight), risk of electrical shock and vibration.

The noise level in the work environment will vary from somewhat loud to extremely loud.

To ensure continuity of services, a different work location may be necessary in the event of a health crisis or disruptive situation that requires the closing of school and/or office buildings. An employee's eligibility for a varied work location will be determined by the superintendent of schools. Expectations and guidelines for this change will be distributed by the employee's supervisor, based on his/her role and responsibilities.

SUPERVISORY RESPONSIBILITIES:

Employee may occasionally be required to supervise a varying number of employees in the overall direction, coordination, and completion of tasks as assigned.

DISCLAIMER:

Please note that job descriptions are not intended, and should not be construed, to be exhaustive lists of all responsibilities, skills, efforts, or working conditions associated with a job. They are intended to be accurate reflections of those principal job elements essential for making fair hiring and pay decisions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functionsions.