Secretary

Primary Purpose:

Ensure the efficient operation of the Career and Technical Education (CTE) Department and serve as the secretary to the Director of CTE and the Dean of Student Advancement. Work under general supervision and support the CTE staff on secondary campuses. Handle confidential information and frequent contact with all levels of district employees, outside stakeholders, including the general public and industry/community partners.

Qualifications

Education/Certification:

High school diploma or equivalent

Special Knowledge and Skills:

Proficient typing, word processing, and file management skills
Effective organizational, communication, and positive interpersonal skills
Highly effective in using personal computers and software to develop spreadsheets, databases and presentations

Experience:

Minimum three years secretarial experience, preferably in Career and Technical Education

Major Responsibilities and Duties:

1. Provide loyal support and positive attitude as a representative of the Career and Technical Education Department
2. Make routine decisions within established priorities and policies
3. Plan efficient and effective time utilization to accomplish tasks assigned and to meet deadlines
4. Maintain confidentiality with personal and private information
5. Perform a wide variety of duties simultaneously and respond appropriately to interruptions
6. Serve as secretary for CTE administrative team - communicate with parents, community, administrators, teachers and other TISD staff; answer incoming phone calls and distribute clear messages in a timely manner
7. Effectively prepare, duplicate, file and distribute correspondence for CTE Department including documents such as manuals or memos
8. Demonstrate responsible fiscal control of assigned program budgets, including purchasing, invoicing, receiving and inventorying items at multiple locations and with multiple funding sources
9. Manage and update district CTE inventory system
10. Generate purchase requisitions, create purchase orders and process invoices for payment
11. Communicate regularly with district CTE staff concerning all aspects of the budgeting process, including ordering and processing of purchases
12. Communicate regularly with district finance office and campus financial clerks to solve problems and improve efficiency
13. Assist with creation, scheduling and execution of all district CTE professional learning sessions
14. Coordinate and execute event set up for meetings and special CTE events throughout the year including breakfasts, luncheons and special events meals
15. Complete, maintain and update district and campus CTE transportation requests
16. Complete, maintain and update district and campus CTE facility reservation requests
17. Maintain district records of required campus staff safety trainings
18. Become familiar with school budgetary codes and ensure purchases are coded appropriately
19. Maintain all office machines and keep in working condition, submit work orders when necessary
20. Process and file all federal, state and local CTE and CTSO related forms, including but not limited to, registration and student certifications
21. Collect, maintain copies of and submit travel receipts from campuses and file via CTE Dept. Policy
22. Support CTSOs by receiving, depositing and tracking funds, filing reports with appropriate parties including but not limited to class fees, dues, fundraisers
23. Complete appropriate reports as needed including but not limited to FFA Ag Show, Professional Development, other CTSO events and reports for both campus and administrative level
24. Enter and assist in maintaining data into online programs necessary for CTSO functioning.
25. Coordinate meetings - arrange for facilities, contact participants, prepare materials and supply refreshments, clean up after
26. Coordinate registration, travel and housing arrangements for CTE Department when applicable in a timely and efficient manner
27. Perform other duties and responsibilities as needed
28. Run errands as necessary to purchase or deliver supplies for campuses, district office and special events
29. Make independent decisions regarding departmental procedures, facility use, and scheduling appointments
30. Demonstrate initiative and create methods for improving departmental efficiency

Supervisory Responsibilities:

None

Equipment Used:

Computer, printer, copier, scanner, projector, fax machine, calculator, and laminator

Working Conditions

Mental Demands/Physical Demands/Environmental Factors:

• Must be able to lift 25 lbs. without assistance.
• Work in a fast paced environment with frequent interruptions.
• Occasional use of personal vehicle is necessary to carry out functions of the job as well as to travel to secondary campuses to support the CTE department, pick up and deliver supplies
• Occasional need for overtime work is necessary

Wage/Hour Status: Non-Exempt

Pay Grade: Administrative Support 6

Days: 226

Reports to: Director of Career and Technical Education and Dean of Student Achievement