CTE Administrative Professional Assistant - Level 3

Warren Woods Public Schools; Warren (MI); On-site; USD 27,000 - 33,000; Full time

Job summary

Warren Woods Public Schools is seeking an Administrative Professional Assistant – CTE – Level 3 to provide high-level administrative, financial, and data support for the CTE Consortium and SMTEC programs in Warren, Michigan.

The role requires strong organizational, communication, and technical skills, with responsibilities including maintaining records, coordinating meetings, preparing financial documents, and assisting with data reporting for OCTE and district systems.

Qualifications

• Bachelor’s degree preferred; related school district/administrative/CTE experience may be considered in lieu of degree
• Proficient with Microsoft Office applications, particularly Excel
• Experience with PowerSchool, CTEIS, Frontline, FMX or similar district systems is preferred

Responsibilities

• Serve as primary liaison for the Consortium Office with districts, principals, teachers and families
• Maintain accurate records, calendars, and documentation for the SMTEC/CTE programs
• Prepare and submit monthly Board Reports and financial records
• Coordinate meetings, transportation, and student activities
• Support state and federal CTE reporting and compliance requirements

Skills

Communication

Customer service

Excel

Data entry

Education

Bachelor’s degree preferred

Tools

PowerSchool

CTEIS

Frontline

FMX

Job description

Starting Date: Immediately

Job Description

Administrative Professional Assistant – CTE – Level 3

PerWWACA 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 provides a high-level administrative, financial, and data support for the Career and Technical Education (CTE) Consortium and SMTEC programs. This position serves as a primary point of contact for consortium districts, administrators, staff, students, families, and community partners; maintains required records and reports; coordinates meetings, events, transportation, and student activities; and supports state and federal CTE reporting and compliance requirements. The successful candidate will demonstrate strong organizational, communication, technology, and customer-service skills and the ability to manage multiple priorities with accuracy and confidentiality.

ESSENTIAL JOB FUNCTIONS

• Serves as the primary liaison for the Consortium Office, communicating with superintendent offices, principals, CTE teachers, SMTEC advisors, students, families, and other stakeholders.
• Receives and responds to visitors, telephone calls, correspondence and inquiries related to SMTEC.
• Maintains accurate records, files, calendars, and documentation for the SMTEC consortium.
• Maintains office supply inventory and prepares requisitions.
• Prepares and submits monthly Board Report.
• Prepare purchase orders, check requests, mileage reimbursement, weekly payroll, and other financial records.
• Prepare and coordinate SMTEC meetings and activities such as: Superintendent Council, SMTEC Advisors, CTE Teachers Professional Development, various Parent Nights, MCTEAA Awards Breakfast, and Transportation Meetings.
• Create and prepare materials such as meeting agendas, SMTEC Course Catalog, SMTEC Calendar, OCTE Audit requirements, FTE Cooperative Education Agreements.
• Assists with the Distribution of SMTEC Career Pathway materials such as brochures, booklets, Pathway Cords, etc.
• Collects, verifies, and enters data for OCTE 4033 Expenditure Report
• Updates and maintains SMTEC website.
• Coordinate transportation, registration and accommodation for SMTEC student activities, i.e. HOSA and DECA.
• Assists in the collection, analysis and review of all CTE Portal information.
• Maintains and monitors articulation agreements at various colleges and universities
• Maintains Perkins PAR reports.
• Tracks, verifies and maintains required records of student cosmetology hours.
• Answers the ASC visitor intercom.
• Maintains regular, reliable and punctual attendance.
• Performs other duties as may be 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.
• 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.

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.

Position Type: Full-Time

Salary: $19.42 to $24.08 Per Hour

Job Categories:

• Support Staff > Administrative Assistant
• Support Staff > Secretary

Warren Woods Public Schools Central Office - Warren, Michigan

Contact Information

• Stacey Denewith-Fici
• 12900 Frazho Rd
• Warren, Michigan 48089
• Phone: [phone]
• Email: [e-mail]