CTE FINANCE SECRETARY

Career and Technical Education (CTE) Director Assistant / Finance Secretary

Position Title: Career and Technical Education (CTE) Director Assistant / Finance Secretary
Department: Career and Technical Education / Administration
Reports To: CTE Director / Director of Business Operations
FLSA Status: Non-Exempt
Location: Show Low Unified School District

Position Summary:
The Career and Technical Education (CTE) Director Assistant / Finance Secretary provides vital administrative and financial support to the Career and Technical Education (CTE) department while performing essential finance-related duties. This role combines administrative assistance to the CTE Director in managing educational programs and events, along with handling financial transactions, budgets, and other financial operations for the CTE department. The individual must possess strong organizational and multitasking skills, along with the ability to manage various responsibilities in a fast-paced educational environment. This position is crucial for ensuring the smooth operation of CTE programs and supporting the financial needs of the department.

Minimum Qualifications:

• High School Diploma or GED required; Associate’s degree or higher in business, finance, education, or related field preferred.
• Previous experience in an administrative or financial support role, particularly in an educational or CTE setting, preferred.
• Strong knowledge of basic accounting principles and financial software.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software.
• Excellent organizational, communication, and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail and ability to handle multiple priorities.
• Arizona IVP Fingerprint Clearance Card.

Core Job Functions:

CTE Director Assistant Responsibilities:

1. Program Support and Coordination:
• Provide administrative support to the CTE Director in the development and implementation of Career and Technical Education programs.
• Manage communication between CTE staff, students, and parents.
• Support the CTE Director in maintaining CTE program compliance with district, state, and federal regulations.
• Maintain up-to-date records on CTE student enrollment, certifications, and program progress.
2. Data Management and Reporting:
• Assist in tracking and analyzing student data related to CTE programs, including enrollment, academic progress, and completion rates.
• Prepare reports and presentations for internal stakeholders, school leadership, or school board meetings.
• Assist with reporting program outcomes to district or state agencies as required.
• Maintain and organize CTE-related documents, including curricula, program materials, and student files.
3. Communication and Liaison Duties:
• Serve as a liaison between the CTE department and other school departments, businesses, and community partners.
• Handle correspondence, including emails, phone calls, and letters, related to CTE activities and events.
• Help facilitate collaboration with industry partners to ensure CTE programs meet workforce development needs.

Finance Secretary Responsibilities:

1. Financial Recordkeeping:
• Maintain accurate records of financial transactions related to the CTE department, including expenses for supplies, equipment, professional development, and student fees.
• Process invoices, purchase orders, and requisitions for CTE-related expenditures.
• Track and monitor the CTE department's budget, ensuring that spending aligns with the approved budget and providing regular financial updates to the CTE Director.
• Assist in the collection of student fees for CTE courses and activities (e.g., fees for certification exams, supplies, field trips).
2. Accounts Payable and Receivable:
• Manage the accounts payable process for CTE-related vendors and service providers, ensuring timely and accurate payment.
• Process receipts from student fees, fundraising events, or grants, and ensure they are appropriately recorded.
• Reconcile financial records and provide reports on income and expenditures related to CTE programs.
3. Budget Assistance and Reporting:
• Assist the CTE Director and Business Manager with the preparation and management of the CTE department budget.
• Prepare regular financial reports detailing the spending and income for the CTE department.
• Assist in preparing financial documents for audits or grant reporting, ensuring compliance with district and state financial policies.
4. Grant and Fundraising Support:
• Assist with the administration of grants and funding opportunities for the CTE department, including preparing documentation and tracking expenditures.
• Help coordinate fundraising efforts to support CTE programs, such as sponsorships, donations, or community events.
• Ensure compliance with any grant requirements and maintain records of fund usage.

Other Duties as Assigned:

1. Administrative Support:
• Provide general office support, including answering phones, emails, and assisting with inquiries related to CTE programs.
• Maintain and organize CTE files, records, and documentation for easy access and retrieval.
• Assist in the ordering and inventory management of supplies and equipment for CTE classrooms and programs.
• Perform other duties as assigned by the CTE Director or school administration to support the success of CTE programs.
2. Event and Program Support:
• Help organize and coordinate CTE-related events, including career expos, workshops, and field trips.
• Assist with the promotion and communication of CTE programs within the school and community.
• Provide support for industry visits, career fairs, or mentorship programs in collaboration with business partners.

Physical Demands:

• Regularly required to talk, hear, and use hands and fingers to manipulate documents, records, and office equipment.
• Frequently required to sit, stand, or walk for extended periods of time.
• Ability to lift and move up to 25 lbs., such as boxes of program materials, supplies, or files.
• Vision requirements include close vision for reading and reviewing financial and program documents.

Working Conditions:

• Work is performed in a school office environment with regular interaction with students, staff, parents, and external partners.
• The position may require occasional evening or weekend work, especially for events, career fairs, or fundraising activities.
• Must be able to handle multiple tasks and shift between administrative and financial duties as needed.

Salary : $19