ACD Evening Secretary - Muskogee, United States - Indian Capital Technology Center

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INDIAN CAPITAL TECHNOLOGY CENTER
DISTRICT NO. 4


JOB DESCRIPTION

POSITION TITLE:
ACD Evening Secretary


LOCATION:
Muskogee Campus


REPORTS TO:
Adult Career Development Specialist, Muskogee Campus


PERSONNEL CLASSIFICATION:
Support Personnel; Non-Exempt


LENGTH OF CONTRACT:
Twelve (12) months.


HOURS:
Full time, 1:30PM to 10PM, Monday thru Thursday 8AM to 4:30PM, Friday


PRIMARY FUNCTION:

Support the daily operations and training programs offered by ICTC Adult Career Development, which operates the evening and online programs for adults.

QUALIFICATIONS

EDUCATION:
High School Diploma required. Technical business and office training preferred.


CERTIFICATION:
Not required.


EXPERIENCE:

• Minimum of three (3) years of secretarial experience.
• Experience in providing quality service to internal and external customers in person, by telephone and through email and other written business communications.
• Accounting experience is an asset.

SKILLS:

• Excellent organizational skills with ability to manage multiple tasks, meet deadlines, and perform responsibilities on own initiative with minimal supervision.
• Intermediate to advanced computer skills (Microsoft Office & GSuite).
• Ability to learn other computer applications used to manage and track student information, take payments, issue invoices, etc.
• Type at least 50-60 wpm with minimal errors.
• Ability to proofread.
• Basic math, bookkeeping and /or cashiering skills.
• Records organization, maintenance & 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 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.

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 Technology Education (ODCTE or CareerTech).
• 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 classes 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.

RELATIONSHIPS

Internal:

Build a good harmonious rapport and work cooperatively with all district personnel and adjunct instructors 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."