GORDON COOPER TECHNOLOGY CENTER
JOB DESCRIPTION
Job Title:
Secretary
Supervisor: Assistant Director of
Adult Education
Job Summary:
Department: Adult Education
Personnel
Classification: Support/Non-exempt
Performs a wide variety of administrative and clerical tasks for the Adult
Education Department. Duties include maintaining accurate student
records for all short-term Industry Specific (IS), Open Enrollment, Safety,
Extension, and TIP courses and submitting information to the State
Department of Career and Technology Education. Prioritizes and
completes all essential functions, efficiently, accurately, and timely.
Regular attendance is expected.
Essential Processes:
1. Maintain state report files:
 Assign contract numbers to all open enrollment and BIS classes.
 Create accurate state report files quarterly and submit to the state department by the
state designated deadline.
2. Perform various duties for medical certification programs:
 Prepare initial and final rosters for EMT classes for IS classes
 Secure clinical insurance for medical certification students
 Set-up testing dates and times for Certified Nurse Aides
3. Perform various duties for Industry Specific, Safety, and TIP programs:
 Assist in the developing, scheduling, coordinating, and confirming of all classes as
needed
 Work with agencies to supply information regarding client intake, billing, attendance
or termination as needed
 Prepare and submit instructor contracts, payroll requisitions, and payroll
authorizations at designated times for Board of Education approval
 Maintain accurate records and necessary forms
4. Provide secretarial support for Industrial Coordinator, Computer Instructor, Safety
Instructors, and Business and Industry Services Coordinators:
 Prepare and maintain active client lists/files
 Prepare correspondence
 Prepare purchase requisitions
 Maintain resources pertinent to specific programs
 Maintain Coordinator’s activities
 Assist clients as directed by Coordinators
 Assist in conducting workshops/seminars for clients & prospective clients
 Inform Coordinators of outside agency activities
 Inform business & industry owners of training & other services provided
 Generate and mail the software reports for clients
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Essential Processes Continued:
5. Maintain working knowledge of appropriate word processing and database
software programs. Update skills as necessary.
6. Other functions:
 Assist with all front line enrollment procedures and other secretarial procedures as
needed
 Perform additional duties as directed by the Director, Assistant Director, Adult
Coordinator, and Business and Industry Services Coordinators
Education:
Minimum of high school diploma plus specialized training in a vocational,
technical, or business school.
Experience:
Minimum of two years’ experience as a secretary and must have
microcomputer experience in word processing and database management with
accurate typing skills. Must have organizational skills, be dependable and
complete work accurately, thoroughly, and according to specifications. Must
demonstrate capability and willingness to assume added responsibilities.
Initiative:
Must demonstrate self-starting ability, accept all jobs willingly, and have a
positive attitude. Must show willingness to assist other department members
with work flow. Must take pride in work.
Physical
Requirements:
Mental
Requirements:
Working
Conditions:
Equipment
Used:
Minimal lifting
Capable of working in a fast-paced office with many duties being performed at
one time.
Indoor/Sedentary
Personal computer
Laser, IBM Proprinter, and Inkjet
Fax machine
10-Key calculator
Typewriter
Copier
Telephone system
Laminator
Two-way radio
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