Policies & Procedures Manual

608

E.4

ADMINISTRATIVE ASSISTANT FOR CAREER & TECHNICAL EDUCATION DIVISION

General Statement of the Function : The administrative assistant for the Career & Technical Education Division reports directly to the Director of Career & Technical Education. The duties include: initiating word processing documents, maintaining documentation for division administration and staff, answering the phone for division personnel, maintaining electronic correspondence, and assisting with budgets, reports, and events.

Duties and Responsibilities :

1. Assist with preparing word processing documents, duplicating, assembling tests, and other materials for instructors; 2. Answer telephone phone calls for Career & Technical Education staff; 3. Serve as receptionist for customers seeking Career & Technical Education services; 4. Maintain Live Work Request forms for instructors; 5. Distribute incoming mail and prepare outgoing mail; 6. Obtain instructors’ documentation (travel, purchase requisitions, invoices, etc.); 7. File and maintain equipment inventories; 8. Request equipment reimbursement using Lotus Notes with MDE; 9. Enter budget data into GCR system for initiating SBCJC fiscal support; 10. Maintain a file for documentation of Craft Committee meetings; 11. Assist in completing reports such as: Teacher Class Schedules, Local Plan, Annual Perkins Accountability Reporting, and other reports; 12. Manage and maintain file related to division purchase order requisitions; 13. File weekly work objectives for division personnel; 14. Assist the Director in maintaining faculty and staff personnel records;

15. Document leave requests when instructors are absent; 16. Assist with budgets, reports, and events as needed; 17. Other duties as assigned.

(Revised 8/9/16)