Administrative Assistant to Vocational & Facilities Supervisors

QUALIFICATIONS:

1. High School Graduate.
2. Advanced knowledge of computer applications and office procedures.
3. Strong written and verbal communication skills; proficiency in keyboarding. 
4. Such alternatives to the above qualifications as the Superintendent may find appropriate and acceptable.

REPORTS TO:

The Vocational and Facilities Supervisors  

EVALUATED BY: 

The Vocational & Facilities Supervisors

JOB GOAL: 

Assists the Vocational and Facilities Supervisors in matters essential to the efficiency and integrity of the Vocational and Facilities’ Offices and their operational mission. 

PERFORMANCE RESPONSIBILITIES:

1. Produces documents, letters, reports and memos as directed by supervisors.
2. Maintains a schedule of appointments and makes arrangements for conferences and interviews.
3. Screens calls to the Supervisors, re-routing them to the appropriate individual or department when necessary.
4. Works with Supervisors to coordinate outside vendor scheduling.
5. Organizes and records summer office and classroom moves.
6. Performs administrative support for the Supervisors and other administrators when time allows.
7. Organizes all necessary travel arrangements for the Supervisors.
8. Prepares Supervisors’ materials for students and faculty for the opening of school.
9. Maintains an efficient filing system of all Vocational & Facilities’ records.
10. Receives oral & written communications and disperses as necessary.
11. Provides excellent customer service to clients/parents by answering inquiries, resolving concerns, and assisting with accessing vocational resources.
12. Collaborates with vocational supervisors and other vocational educators to ensure smooth program operations and participant success.
13. Manages multiple administrative tasks and supports team members in a high paced environment.
14. Supports two vocational supervisors overseeing twenty-one vocational programs with coordinating meetings, communications and actions.
15. Maintains all functions of Jobready 360, the online platform used to house all co-op documents
1. Including initiating all forms to new co-op students and employers
2. Tracking the forms to be sure they are all complete before approving a student for co-op
16. Tracks grades for all co-op students.
17. Tracks work logs and reflection forms for all co-op students once they have started working.
18. Tracks certificates of insurance and CORI’s to be sure they are all up to date.
19. Finds coverage for all teachers and paras that are absent, have meetings to attend during the school day or who need to go home unexpectedly.
20. Reconciles absences in Frontline and submits purchase orders in Tyler.
21. Maintains records for conferences and interviews.
22. Orders all office supplies as needed.
23. Oversees copy machine and other office equipment as necessary.
24. Ensures that parents, teachers, students and the general public have been assisted in receiving answers to their inquiries.
25. Compiles and organizes time sheets.
26. Keeps track and schedules student workers.
27. Trains new employees on the Arbiter program.
28. Performs Arbiter meeting and events organization.
29. Updates Arbiter calendar as needed.
30. Walks around the building during the summer to review areas that need improvement, paint and repair.
31. Coordinates with TI & Facilities for summer cleaning of their areas so not to disrupt summer classes.
32. “Red Flag” any inventory that may not meet appropriate codes, especially furniture.
33. Provides assistance to other administrators during the summer.
34. Maintains confidentiality of the office.
35. All other duties as assigned by the Superintendent.

TERMS OF EMPLOYMENT:

Full time, Full-Year 40 hours

Salary : $25 - $38