POSITION: ACD Evening Secretary
RESPONSIBLE TO: Adult Career Development Specialist, Tahlequah Campus
Full Time (ICTC Personnel) or Part Time (Express Personnel)
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 Office Suite (Word, Excel, Access, etc).
- 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 up to thirty-five (35) lbs.
- 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; Non-Exempt
LENGTH OF CONTRACT: Twelve (12) months; SB12
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: - Be knowledgeable regarding services and classes available.
- Act as receptionist for ACD and assist internal and external customers as needed.
- Efficiently manage inquiries from current and potential clients in a timely and congenial manner.
- Maintain professional appearance of office area.
- Organize and maintain an efficient filing system of departmental files.
- Respect and maintain the confidentiality of appropriate departmental files and sensitive student information.
- Assist in maintaining inventory of equipment and supplies within area of responsibility.
- Prepare orders and requisitions for supplies, equipment, and services within the designated area of responsibility. Follow-up on all incomplete orders.
- Enter, update, maintain, and submit appropriate electronic student/ department data as required by the Oklahoma State Department of Career and Technical Education.
- Compile information and assist in the preparation of departmental reports as required.
- Perform word processing, formatting, and copying of training materials and departmental forms.
- Maintain class file for each program containing all pertinent data.
- Prepare certificates, course rosters, and transcripts.
- Develop and maintain computer-based program mailing lists; prepare and mail notices and materials to promote programs.
- Enroll adult students in short-term training; receipt and track all fees collected for tuition, books, and supplies.
- Handle incoming and outgoing mail.
- Maintain, compose, type, and file client/student correspondence and information.
- Assist in the development of printed materials (i.e. brochures, press releases, fliers, etc.)
- Assist in schedule development for courses and instructors.
- Provide clerical support to Adult Career Development instructors as required.
- Schedule training rooms, seminar center, media needs, etc. ensuring policies and procedures are observed.
- Coordinate, complete, and submit the following within the specified time frame:
- Monthly Board Submissions
- Instructor Time Sheets/Payroll Requisitions
- Purchase Orders
- Agency Invoices
- Handle non-routine assignments from the Specialist, utilizing time management, initiative and self-direction.
- Assume responsibility for personal professional development and seek learning opportunities for increased program knowledge.
- Perform other duties assigned to accomplish the essential job functions as directed by the Adult Career Development Specialist.
- It is expected for employee to be on time each workday as this is essential to the employee’s job.
RELATIONSHIPS: Internal:
Build a good harmonious rapport and work cooperatively with all district personnel while 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
___________________________ "Indian Capital Technology Center does not discriminate on the basis of race, color, religion, national origin, sex, gender, age, disability, marital or veteran status.”
