INDIAN CAPITAL TECHNOLOGY CENTER

DISTRICT NO. 4

JOB DESCRIPTION

POSITION: ACD Secretary for the District Administrator for ACD

RESPONSIBLE TO: Adult Career Development District Administrator

QUALIFICATIONS:

EDUCATION: High School Diploma; Prefer Technical Business and Office Training

CERTIFICATION: Not required

EXPERIENCE: Minimum of three (3) years of secretarial experience. Experience in providing quality customer service both in person and via the telephone. Accounting experience is an asset.

SKILLS:

Excellent human relations and communication skills.

Excellent organizational skills with ability to perform responsibilities on own initiative with minimal supervision including: planning, executing, and completing assignments. Must be able to manage multiple tasks.

Skills in proofreading, word processing, and composition of various forms of business communications.

Ability to learn in a range of computers applications; specifically word processing, spreadsheet, and database management. Competence in Microsoft Word, Excel, Access, and Windows XP.

Use of Google Documents and Gmail, TRENDS financial software

Type at least 50-60 wpm with minimal errors.

Basic math, bookkeeping and /or cashiering skills.

Records maintenance and 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. Ability to operate a 4-wheel vehicle in order 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.

PERSONNEL CLASSIFICATION:

Support Personnel; SB12 (40 hours per week; non-exempt); 2 Steps for district ACD roles.

LENGTH OF CONTRACT:

Twelve (12) months

PRIMARY FUNCTION: Provide secretarial support for the Adult Career Development Specialist in maintaining quality service staff and customers in a congenial, professional manner.

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 Technical Education.

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 courses 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.

26. It is expected for employee to be on time each workday as this is essential to the employee’s job.

27. Other jobs/tasks as described and requested by administrator.

RELATIONSHIPS:

: Build a good harmonious rapport and work cooperatively with all district personnel while achieving the duties, responsibilities and objectives of the job.

: 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.”

Job Type: Full-time

Pay: From $31,776.00 per year

Benefits:

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

Schedule:

• Day shift
• Monday to Friday

Application Question(s):

• Are you punctual and do you have regular attendance following a designated work schedule?
• Do you have the ability to work extended hours and additional days/evenings as required by position responsibilities?
• Are you willing to travel as required?
• Are you a self-starter?
• Can you manage high stress at peak periods?

Education:

• High school or equivalent (Required)

Experience:

• secretarial: 3 years (Required)
• Customer service: 2 years (Required)
• Accounting: 2 years (Preferred)
• Microsoft Office: 2 years (Preferred)

Ability to Relocate:

• Muskogee, OK 74403: Relocate before starting work (Required)

Work Location: In person