INDIAN CAPITAL TECHNOLOGY CENTER

DISTRICT NO. 4

JOB DESCRIPTION

POSITION TITLE: ACD Evening Secretary

LOCATION: Muskogee Campus

REPORTS TO: Adult Career Development Specialist, Muskogee Campus

PERSONNEL

CLASSIFICATION: Support Personnel; Non-Exempt

LENGTH OF

CONTRACT: Twelve (12) months.

HOURS: Full time, 1:30PM to 10PM, Monday thru Thursday

8AM to 4:30PM, Friday

PRIMARY FUNCTION: Support the daily operations and training programs offered by

ICTC Adult Career Development, which operates the evening and online programs for adults.

QUALIFICATIONS

EDUCATION: High School Diploma required. Technical business and office training preferred.

CERTIFICATION: Not required.

EXPERIENCE: Minimum of three (3) years of secretarial experience. Experience in providing quality service to internal and external customers in person, by telephone and through email and other written business communications. Accounting experience is an asset.

SKILLS: Excellent organizational skills with ability to manage multiple tasks, meet deadlines, and perform responsibilities on own initiative with minimal supervision.

Intermediate to advanced computer skills (Microsoft Office &

GSuite). Ability to learn other computer applications used to manage and track student information, take payments, issue invoices, etc.

Type at least 50-60 wpm with minimal errors. Ability to proofread.

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Basic math, bookkeeping and /or cashiering skills.

Records organization, maintenance & management.

OTHER: Mature, discreet, responsible, and able to maintain issues of confidentiality.

DEPENDABILITY: Punctual and regular attendance following a designated work schedule. Ability to work extended hours and additional days/evenings as required by position responsibilities. Must be willing to travel as required.

PHYSICAL

STANDARDS: Ability to read and comprehend varied documents. Ability to stand for extended periods of time and move around campus. Requires stooping, bending, and pulling. Must be able to lift and carry articles related to the job such as books, course equipment, and manuals up to thirty-five (35) lbs. Ability to operate a 4-wheel vehicle to perform job-related travel.

EMOTIONAL EFFORT: Moderate to extreme. Frequent deadlines requiring concentrated effort and some overtime work. Must be a self-starter. Must have the ability to manage job functions, while providing services to customers at the same time. Manage high stress at peak periods.

ESSENTIAL JOB FUNCTIONS

1. Be knowledgeable regarding services and classes available.

2. Act as receptionist for ACD and assist internal and external customers as needed.

3. Efficiently manage inquiries from current and potential clients in a timely and congenial manner.

4. Maintain professional appearance of office area.

5. Organize and maintain an efficient filing system of departmental files.

6. Respect and maintain the confidentiality of appropriate departmental files and sensitive student information.

7. Assist in maintaining inventory of equipment and supplies within area of responsibility.

8. Prepare orders and requisitions for supplies, equipment, and services within the designated area of responsibility. Follow-up on all incomplete orders.

9. Enter, update, maintain, and submit appropriate electronic student/ department data as required by the Oklahoma State Department of Career and Technology Education

(ODCTE or CareerTech).

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10. Compile information and assist in the preparation of departmental reports as required.

11. Perform word processing, formatting, and copying of training materials and departmental forms.

12. Maintain class file for each program containing all pertinent data.

13. Prepare certificates, course rosters, and transcripts.

14. Develop and maintain computer-based program mailing lists; prepare and mail notices and materials to promote programs.

15. Enroll adult students in short-term training; receipt and track all fees collected for tuition, books, and supplies.

16. Handle incoming and outgoing mail.

17. Maintain, compose, type, and file client/student correspondence and information.

18. Assist in the development of printed materials (i.e. brochures, press releases, fliers, etc.)

19. Assist in schedule development for classes and instructors.

20. Provide clerical support to Adult Career Development instructors as required.

21. Schedule training rooms, seminar center, media needs, etc. ensuring policies and procedures are observed.

22. Coordinate, complete, and submit the following within the specified time frame:
▪ Monthly Board Submissions
▪ Instructor Time Sheets/Payroll Requisitions
▪ Purchase Orders
▪ Agency Invoices

23. Handle non-routine assignments from the Specialist, utilizing time management, initiative, and self-direction.

24. Assume responsibility for personal & professional development and seek learning opportunities for increased program knowledge.

25. Perform other duties assigned to accomplish the essential job functions as directed by the
Adult Career Development Specialist.

RELATIONSHIPS

Internal: Build a good harmonious rapport and work cooperatively with all district personnel and adjunct instructors while

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achieving the duties, responsibilities, and objectives of the job.

External: Assist and communicate with students, community members, and other customers in a pleasant, friendly, and sociable manner.

"Indian Capital Technology Center does not discriminate on the basis of race, color, religion, national origin, sex, gender, age, disability, marital or veteran status.”

Approved:

___________________________

Signature of Employee Date

___________________________

Signature of Supervisor Date

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Job Type: Full-time

Pay: From $31,008.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday
• Night shift

Education:

• High school or equivalent (Required)

Experience:

• Administrative experience: 3 years (Required)
• Computer operation: 3 years (Preferred)
• E-mail operation: 3 years (Preferred)

Shift availability:

• Night Shift (Required)

Willingness to travel:

• 25% (Preferred)

Work Location: In person