CTE Administrative Professional Assistant - Level 3

TrulyHired; Warren (MI); On-site; USD 36,000 - 48,000; Full time

Job summary

TrulyHired is seeking an Administrative Professional Assistant - CTE to support SMTEC Career and Technical Education program data management, reporting and administrative tasks. The position focuses on accurate maintenance of CTEIS data and coordination with district stakeholders.

You will maintain CTEIS and related reporting, work with Power School data, and assist with program reporting while collaborating with counselors, instructors, and administrators across districts.

Qualifications

• Bachelor's degree preferred or related school district/administrative/data management/CTE experience may be considered in lieu of degree.
• Previous school employment experience preferred.
• Proficient with Microsoft Office applications, particularly Excel, and demonstrated ability to learn and effectively use database and student information systems.
• Experience with PowerSchool, CTEIS, Frontline, FMX and other district systems is preferred; training will be provided as needed.

Responsibilities

• Maintain the CTEIS reporting system for all SMTEC programs including course creation, enrollment management, entering grades, work-based learning, industry certifications, and instructional design information.
• Import and verify student data from Power School
• Conducts the annual OCTE Graduate Follow-Up survey.
• Prepare and maintain required state reports, including the - 4483D Enrollment Report, Follow-up Report, manage, maintain FVP procedures, 4301 End-of-Year Report and Comprehensive Local Needs Assessment (CLNA).
• Assists with data collection and reporting for Balance of Trade.
• Analyze, trouble-shoot, and resolve CTEIS data issues.
• Receives and maintains correspondence/requests from staff for all consortium districts.
• Maintains accurate records, files, accounts for CTE consortium.
• Prepare, Process, Assist and Coordinate SMTEC Activities for: Various consortium meetings (Externship/Co-op Coordinators, SMTEC Advisors, CTE Teachers)
• Prepare and maintain SMTEC course and curriculum outlines.
• Assists with the arrangement of special events and functions such as MCTEAA Awards, student and staff recognitions CTE month, etc.
• Coordinate with counselors from twenty-one districts sending students to Cosmetology Program
• Preparation of informational packages for various programs for students, parents, and sending schools
• Attend Student/Parent Meetings and other meetings at the request of the program director.
• Organize and run Pupil Accounting and scheduling Meetings with all consortium districts.
• Assists in preparation of the SMTEC Pupil Accounting "A" Shared CTE Programs sheet.
• Maintain regular, reliable and punctual attendance.
• Perform other related duties as assigned by administration.

Skills

Microsoft Office

Excel

Data management

PowerSchool

CTEIS

Frontline

FMX

Education

Bachelor's degree

Tools

PowerSchool

CTEIS

Frontline

FMX

Excel

Job description

Job Description

Administrative Professional Assistant - CTE - Level 3

Per WWACA CBA

7:30 AM - 4:00 PM Monday through Friday - 11 months per year (213 Days)

August (10 days before teachers) through June (10 days after teachers)

POSITION SUMMARY

The Administrative Professional Assistant - CTE provides administrative, data management, pupil accounting, and reporting support for SMTEC Career and Technical Education programs. The primary responsibility of this position is the accurate maintenance, reporting, and management of student and program data within CTEIS. The position works closely with the CTE and Career Development Director, consortium districts, counselors, instructors, and other stakeholders to ensure accurate and timely completion of state and local CTE reporting requirements.

Essential Job Functions

• Maintain the CTEIS reporting system for all SMTEC programs including course creation, enrollment management, entering grades, work-based learning, industry certifications, and instructional design information.
• Import and verify student data from Power School
• Conducts the annual OCTE Graduate Follow-Up survey.
• Prepare and maintain required state reports, including the - 4483D Enrollment Report, Follow-up Report, manage, maintain FVP procedures, 4301 End-of-Year Report and Comprehensive Local Needs Assessment (CLNA).
• Assists with data collection and reporting for Balance of Trade.
• Analyze, trouble-shoot, and resolve CTEIS data issues.
• Receives and maintains correspondence/requests from staff for all consortium districts.
• Maintains accurate records, files, accounts for CTE consortium.
• Prepare, Process, Assist and Coordinate SMTEC Activities for: Various consortium meetings (Externship/Co-op Coordinators, SMTEC Advisors, CTE Teachers)
• Prepare and maintain SMTEC course and curriculum outlines.
• Assists with the arrangement of special events and functions such as MCTEAA Awards, student and staff recognitions CTE month, etc.
• Coordinate with counselors from twenty-one districts sending students to Cosmetology Program
• Preparation of informational packages for various programs for students, parents, and sending schools
• Attend Student/Parent Meetings and other meetings at the request of the program director.
• Organize and run Pupil Accounting and scheduling Meetings with all consortium districts.
• Assists in preparation of the SMTEC Pupil Accounting "A" Shared CTE Programs sheet.
• Maintain regular, reliable and punctual attendance.
• Perform other related duties as assigned by administration.

Requirements

• Bachelor's degree preferred (relative school district, administrative, data management, or CTE experience may be considered in lieu of degree)
• Previous school employment experience
• Proficient with Microsoft Office applications, particularly Excel, and demonstrated ability to learn and effectively use database and student information systems. Experience with PowerSchool, CTEIS, Frontline, FMX and other district systems is preferred; training will be provided as needed.

Requirements Continued

• Ability to accurately input and retrieve computer data and work at computer for long periods of time.
• Must possess a high degree of efficiency and accuracy.
• Ability to work with general supervision and/or independently.
• Must possess a high level of skill in communication, both written and verbal
• Must possess strong interpersonal skills with a demonstrated ability to work harmoniously with office staff, administration, students, and parents.
• Ability to remain calm in stressful situations.
• Ability to perform duties with awareness of all district requirements and Board of Education policies.
• Ability to establish and maintain effective working relationships with students, staff and the community.

WORKING CONDITIONS

Language Skills - Ability to read, analyze, and interpret documents. Ability to write clear correspondence and messages. Ability to effectively present information and respond to questions from administrators, staff, parents, students and the community.

Mathematical and Reasoning Skills - Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

APA's work within an office setting and move about as needed. The job typically requires minimal physical exertion; individuals in this position may be on their feet throughout the workday. The person in this position needs to occasionally move about inside the office and building. The APA may need to sit for extended periods of time. In addition, the person may need to occasionally push or lift equipment or boxes. The employee may need to travel to other buildings occasionally. The employee will need specific vision abilities to perform office work. The APA is required to work at a computer. The employee may be required to meet multiple demands from several people and interact with the public and other staff.

Work Environment - The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is moderate to loud. Duties are performed primarily indoors. The office area is busy at times. It is an open area where the APA is faced with interruptions. In addition, there are deadlines associated with this position. The work requires intense concentration at times with attention to detail and accuracy.

The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as assigned to meet the ongoing needs of the organization.