Administrative Assistant

Carthage R-9 School District

JOB DESCRIPTION

Job Title:                    Administrative Assistant-Carthage Technical Center

Responsible to:          CTC Director/Assistant Director/Director of Alternative Education

Qualifications:                      

• Word processing and composition skills
• Computer skills, including Word, Excel, PowerPoint, Google Suite, Outlook
• Organizational skills and thorough knowledge of office procedures and equipment
• Ability to maintain high levels of confidentiality
• Ability to communicate effectively, orally and in writing
• Initiative
• Must be a motivated, highly confidential, responsible individual.
• Budget and accounting skills.
• Good typing skills

Primary Functions:

• To keep the school running smoothly and efficiently while maintaining a friendly and pleasant attitude.
• To aid faculty, staff and parents in whatever situation arises with complete confidentiality and professionalism.
• To be able to multi-task and be flexible at all times.
• Provide assistance to the Director/Assistant Director by performing book keeping and data reporting and other duties as assigned.   

General Responsibilities:      

• Process documents, prepare reports, compile and organize information for various district programs – Adult & Community Ed programs, AEL, Alternative Education programming.
• Administer and Proctor various testing. Manage testing schedule.
• Assist with Financial Aid processes.
• Prepare correspondence and reports.
• Maintain accurate accounting and student population records.
• Follow purchasing and inventory procedures.
• Fill in for the school nurse and perform whatever duties are needed in a highly confidential manner.

Specific Duties – General Duties

• Answer and direct phone calls.
• Maintain a database/excel spreadsheet of all purchase orders for tracking and reporting
• Order all supplies for the school using a purchase order system.
• Assist with recruitment and communication on behalf of Adult programs – Career and AEL.
• Assist with Advisory Board meetings and coordinate meal for meetings. Keep a copy of their minutes and their members.
• Keep accurate attendance records.
• Maintain and order supplies for all office equipment, including copy and fax machines.
• Run monthly reports.
• Ensure Alternative education student progress and attendance is accurately entered into Infinite Campus.
• Assist with student and parent communications regarding MOCAP and alternative education programing.
• Maintain a database/excel spreadsheet of all purchase orders for tracking and reporting
• Order all supplies for the school using a purchase order system.
• Enter and enroll all new Adult Education students – career and AEL programs.
  • Maintain inventory records.
  • Prepare spreadsheets, resolutions, certificates of appreciation, forms, invitations, placards, letters/emails and purchase orders; proofread documents, organize data and complete other projects as assigned.
• Other duties as assigned by the administration.

Specific Duties – Testing Coordinator Responsibilities Duties

• Annually recertify as Testing Administrator for with all Vendors
• Maintain and update testing system software as required by Vendors to deliver exams – working with Carthage R-9 IT Dept. to make sure testing lab is secure and stable to deliver exams.
• Daily check for any testing candidates that may be scheduled.
• Purchase vouchers or site licenses and proctor Technical Skills Attainment