Position Summary:
Perform the duties required to provide highly confidential administrative assistant support to the Executive
Director.
Essential Functions:


Maintain communication between the clerical staff and administrative staff
Supervise the maintenance of records for payroll and personnel

Assist with recruitment of staff

Set-up interviews and participate with the interviewing panel for all CTE instructors positions; also gather and maintain all documentation for the interview process (collect resumes/ applications, transcripts, make all reference calls for employment, prepare paperwork for
Executive Director signatures, make copies and submit all information to HR)
 Attend CTE’s Advisory Committee meetings

Audit and maintain a current inventory of Career and Technical Education equipment, including offices and school sites

Considerable knowledge of principles and practices of office management

Ability to work independently on complex and confidential assignments

Coordinate the involvement and scheduling of 1,000 businesspersons in the Career Awareness
Fair

Assist with communication to over 450 businesspersons involved in 40+ Vocational Program
Advisory Committees, as well as the shadowing, career awareness, career preparation and college preparation programs

Make sure that all students involved in career and technical programs have on-time bus transportation by maintaining bus order communication with bus companies. This work includes: receiving transportation requests, submitting requests to bus companies, tracking and verifying pick-up, tracking bus bills and payments and resolving any transportation-related problems.
Transportation needs include approximately 300 annual field experiences for pre-school-grade 12 students.

Participate in staff development activities as required by the Division of Career and Technical
Education.

Maintain maintenance agreements on applicable equipment

Monitor and maintain the Professional Development Logbook for every CTE instructor, supervisor and the Executive Director.

Update and maintain the Executive Director calendar for the year

Assist with the ordering process, including: ordering, logging, tracking, finalizing purchase orders

Maintain and type up all Staffing Request Forms

Gather, process and maintain the certification records for all secondary CTE instructors

Process all vouchers for the Division of Career and Technical Education

Coordinate/prepare travel needs for all employees in our Division (includes securing tickets, hotel reservations)
 Prepare FV3’s and all program reports for the Department of Elementary and Secondary Ed.

Maintain files required for MSIP, such as, curriculum, competencies, student organizations, FV3 applications, professional development, advisory committees and competencies
 Submit vocational placement annual data via DESE’s website

Performs other duties as assigned

Qualifications:
Required:

Minimum of five (5) years experience in responsible office/clerical and administrative support;
Good computer skills are a must

Prior experience working in a technical education environment is preferred, but not mandatory
Education:
 Associate’s Degree from an accredited college or university
:

Microsoft Word, Excel, Power Point

Ability to interpret instructions written and oral

Ability to effectively work and interact with others

Ability to work independently and handle day-to-day operations in the absence of the Executive
Director

Ability to use proper business English, spelling and punctuation in written communication

Knowledge of the Carl Perkins federal grant
Physical Requirements :

Must be physically able to operate a motor vehicle

Sitting, standing, walking, talking, hearing

Clarity of vision at 20 inches or less with the ability to bring objects into sharp focus

Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, and pull or otherwise move objects, including the human body

Light Work usually requires walking or standing to a signification degree
Working Conditions and Environment :

Work is routinely performed in a typical interior/office environment

Very limited or no exposure to physical risk
Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by individual(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
Review/Approvals:
____________________________________________ _________________________________________
Employee Date Immediate Supervisor Date
____________________________________________
Human Resources Date
In connection with hiring for this position the district shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, age, disability, veteran status or national origin.