Job Description

Administrative Secretary- Teaching & Learning in Aspen Peaks
Lane 14 Contract and Benefits
250 Day Contract

Hours a day: 8
Hourly rate: $25.83-29.02 Depending on qualifications and experience

Contact Information:

• Name: Matt Dias
• Phone: 385-579-5305
• Email: mdias@alpinedistrict.org

Purpose Statement
The job of Administrative Secretary-Curriculum & Staff Dev is done for the purpose/s of providing a variety of complex and confidential administrative and secretarial support to assigned administrator(s) in Education Services; conveying and implementing varied processes regarding department functions and responsibilities; ensuring efficient operation of all assigned support functions; coordinating assigned projects and site activities; providing administrative assistance to the assigned administrator(s).

Essential Functions

• Compiles data from a wide variety of sources (e.g. purchasing and payment;payroll;
• expenditures/budget, etc.) for the purpose of preparing reports, making recommendations; implementing department project processes,and preparing information for assigned administrator.
• Coordinates a variety of projects, functions and/or program components (e.g. meetings, in-service events, grants, textbook orders, credit review,gifted and talented,travel and accommodations, at-risk Tracker Grant, etc.) for the purpose of ensuring completion of projects and processes, and delivering services in a timely fashion.
• Maintains a variety of manual and electronic documents files and records relating to department activities (e.g. budget data, employee records, financial records, reports, grants, testing, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Manages assigned financial procedures (e.g. annual budget reports, time cards, special program budget processing, payroll input reporting, etc.) for the purpose of maintaining assigned budgetary processing.
• Monitors a variety of department responsibilities and activities on behalf of assigned Administrator (e.g. program and grant components, meeting arrangements, account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Oversees operational processes and procedures within the office (e.g. GT screening payroll responsibilities; various committees meetings; state reports; student letters; concurrent enrollment; student credit review; travel, etc.) for the purpose of organizing assignments, monitoring progress, and ensuring completion of department processes, within established guidelines.
• Participates in meetings, workshops, and/or trainings (e.g. all assigned committee meetings, curriculum workshops, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Prepares a variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, state reports, grant reports, at-risk instructor reports, special program (Bright Ideas)meeting minutes, charts, periodic and ad-hoc reports, concurrent enrollment, credit review, etc.) for the purpose of documenting activities, providing written reference, meeting timelines, and conveying information.
• Presents information on administrative procedures (e.g. department/program policies, submission procedures, payroll, at-risk trackers, etc.) for the purpose of orienting new personnel and disseminating information to existing personnel.
• Processes a variety of documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, budget transfers, cash/checks, account deposits, all assigned department processes, etc.) for the purpose of ensuring compliance with administrative guidelines and regulatory requirements.
• Procures supplies and materials, as assigned (e.g. purchase cards, textbooks, grant supplies, etc.) for the purpose of maintaining availability of required items for office and department processes and procedures.
• Represents assigned Administrator in their absence for the purpose of conveying and gathering information required for operational functions.
• Researches all assigned projects (e.g. current practices, policies, budgets and funding, education codes, concurrent enrollment, grants, etc.) for the purpose of providing information and/ recommendations that address a variety of administrative requirements.
• Responds to a variety of inquiries from internal and external parties (e.g. staff, parents, students, local, state and federal agencies, etc.) for the purpose of providing information, facilitating communication among parties. And providing direction.
• Supports assigned administrative personnel for the purpose of providing assistance for all functions and responsibilities, as assigned.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

High school diploma or equivalent.
Job related experience with increasing levels of responsibility is required.