Secretary to District Coordinator of Career, Technical Education and Art
: Job Details :

Position Type: Secretarial/Clerical/Secretary (10 Month) Date Posted: 8/5/2024 Location: Bloom Trail High School Date Available: Immediately Closing Date: Until Filled Description:TITLE: Secretary to the Career & Technical Education and Art Department Division Coordinator WORK YEAR: 10-Month Position, Lane C REPORTS TO: Career & Technical Education Division Coordinator QUALIFICATIONS: Applicant should have a High School diploma or GED certificate with a minimum of one year of clerical experience, preferably in a school setting. PROFICIENCY IN OFFICE EQUIPMENT AND COMPUTER PROGRAMS: IBM compatible personal computer and printer Microsoft Office Suite Electric typewriter Copy machine Fax machine Calculator Multi-line telephone RESPONSIBILITIES AND DUTIES: 1. Type all memos, letters, requisitions, and reports for the division. 2. Answer telephone and take messages for division coordinator. Screen all calls. 3. Take messages for all teachers in the division. 4. Responsible for obtaining and maintaining lesson plans for substitute teachers. 5. Sort, code, and file correspondence, forms, documents, catalogs, and materials. 6. Maintains appointment schedule and calendar for division coordinator. 7. Maintains maintenance requests for division. 8. Sends and receives all fax correspondence. 9. Check out teacher editions of the textbooks needed by teachers assigned to the various courses. 10. Make reservations relating to division functions. 11. Run errands and pick up materials, as needed, outside of the school. 12. Responsible for maintaining and ordering Scantron test forms for all departments in division. 13. Update department course descriptions. 14. Type all teacher evaluation reports and final evaluations. 15. Keep record of all field trips taken by division members and prepare end-of-year percentage reports field for distribution to members of administrative council. 16. Maintain all division files. 17. Process divisional mailings as necessary. 18. Maintain and update typewriter inventory for the purpose of renewing repair contracts. 19. Responsible for securing repair orders for all typewriter repairs in building. 20. Maintain an inventory of the various forms and documents related to the division. 21. Responsible for typing bill forms and documents related to the division. 22. Maintain all department repair budgets, processes orders and invoices for payment, and monitor monthly encumbrance reports. 23. Post all expenses and purchases for the division. Keep running balance on all accounts in ledger books. 24. Maintain updated inventory of equipment of Occupational Education Division. 25. Engrave all Occ Ed equipment before distributing. 26. Maintain updated inventory of office supplies and order when necessary. 27. Maintain Occ Ed activity account budget. 28. Keep staff aware of their budget balances each month. 29. Answer questions pertaining to orders; deal directly with vendors, etc. 30. Transmit packages and mail to staff members. 31. Order all equipment, supplies, etc. for the division. 32. Contact maintenance staff when needed and check work assignments completed by maintenance department. 33. Compile and place food orders for Family and Consumer Science Department. Fill requisitions/bill forms for order each week. Submit invoice for payment when received and enter in account ledger. 34. Process professional Conference Attendance Request forms. 35. File and maintain all automobile titles. Prepare and mail tax donation letters to persons donating cars, lawn mowers, etc. to Vocational Department. 36. Prepare and maintain all correspondence, equipment, supplies, brochures, etc. for Fall and Spring Open House. 37. Issue and collect teachers' manuals, curriculum notebooks, A/V aides, classroom books and other materials for the division. 38. Maintain accurate records of all division A/V equipment by inventory, location and repairs. 39. Prepare all materials for Explore test, handing out test boxes and collecting test boxes. 40. Responsible for checking teachers out - winter break and close of school. 41. Issue codes to teachers and put them in the copier. 42. Make sure front desk gets an ISS list every morning. 43. Other duties as assigned.