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Specialist, CTE/Administrative Assistant, Career College Readiness

Company: Mesa County Valley School District 51
Location: Grand Junction
Posted on: June 12, 2021

Job Description:

  • JobID: 6785
  • Position Type:
    Administrative Support Staff/Specialist
    Date Posted:
    6/3/2021
    Location:
    Administration Compound
    Date Available:
    July 1, 2021

    Job Title: Career Technical Education and Career & College Readiness Specialist


    Pay Program: Support Staff

    FLSA Status: Non-Exempt


    Reports to: Career and College Readiness Director

    Pay Range: CH 15
    Range starts at: $22.29/hour


    Work Year:260 days/8 hours


    SUMMARY: Operating under the general direction of the Director of Career & Technical Education (CTE) and Director of Career & College Readiness (CCR), this position manages and provides a variety of administrative support to ensure an efficient operation of all CCR and CTE student records and finances throughout the school district. This employee ensures that federal, state, and District student data input and reporting submissions standards and requirements are met. This employee serves as a resource regarding the CTE records system and works collaboratively with Colorado Department of Education (CDE), the Colorado Community College System (CCCS), Western Colorado Community College (WCCC) district staff, and others in order to efficiently monitor and maintain student data and strict reporting, finance, and purchasing compliance. This employee is responsible for providing support to CTE programs, WCCC CTE programs, and other state agencies governing the Career Technical Act (CTA) and federal Perkins guidelines. This position performs a variety of clerical duties within the department and assist with various tracking and reports. This employee is a first point of contact for those contacting CTE/CCR Office, and answers a baseline of general information on a large quantity of district topics

    ESSENTIAL DUTIES AND RESPONSIBILITIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Job Responsibility Descriptions


    This position furnishes the primary administrative support for the Districts CTE/CCR programs providing compliance assistance and requiring this employee hold a high level of technical knowledge regarding applicable State and Federal laws/guidelines and Board of Education (BOE) policies associated with all facets of CDE Regulations, CTA, and Perkins Grants. Employee coordinates with the district grant accountant & technology personnel to assist with a variety of programs including Perkins Grants, the CTA, CDIP funds, and any other CCR grants requested. Employee works to secure accurate reporting, software/hardware compliance, training as needed, and generally manages the operational needs of the departments funding mechanisms. A primary responsibility in this area is centered around accurate, timely, and producing a steady cycle of reporting for federal, state, and Perkins Grants ensuring funder compliance and good-standing.

    This position holds a comprehensive knowledge of state archiving and retrieval processes for student and financial records. Duties include a high level of record keeping, data gathering, compiling, and assimilation of CTE/CCR student data from schools, administration, finance, and others. Specific responsibilities include assisting and tracking teachers as they go through the CTE credentialing process. This includes a lengthy process assisting teachers as they obtain CDE approval(s) for their CTE program/courses and schedules.


    This position is also the primary support for the Career & College Readiness department overseeing daily workflows, complex scheduling logistics, and providing a high level of customer service as the first point of contact for a wide variety of administrative, community, and school site inquiries, complaints, suggestions, and requests. This position refers as appropriate, these preliminary conversations to the proper department personnel while also providing answers and a baseline of general information on a large quantity of CTE/CCR topics.


    Employee manages the daily office operations providing a variety of executive level services including managing the assigned leaderships administrative/clerical budgets. Employee prepares scheduled reporting for and takes care of all aspects of supply orders, coordinating travel arrangements, and other items. In addition, and according to established processes, the employee is responsible for managing, reconciling and approving for payment the Directors monthly P-Card expenditures and Mileage reports.

    Prepare requisitions for purchases, etc., as requested by CTE/CCR staff to include supplies, field trip expenses, equipment, CTSO needs, and staff development services. Monitoring and overseeing applicable expenditures at each assigned school is a responsibility of this role. Employee works with Finance and Human Resource Department staff providing financial data and information for any number of required reports or requests; especially those related to employee payments and grant compliance. Other duties under this responsibility include but are not limited to coordinating the contracts for community-based sites, creating, updating and distributing Memorandums of Understand (MOUs), ordering/maintaining office supplies, etc.


    Compiles and analyzes information (monthly, quarterly, and yearly) to assist CTE programs with CTA reporting. Oversees the data input of CTE student information for the district. This position is responsible for the integrity, veracity, and scope of data collected from multiple in-district departments, payroll salary reports, certified and non-certified reports, instructional budgets, student class rosters, credentials, concurrent enrollment, and transcripts and submitted to CDE and the CCCS. This employee ensures that federal, state, and District student data input and reporting submission standards and requirements are met. Employee responsibilities include but are not limited to meeting reporting requirements and deadlines for:

    Perkins Grant & Vouchers
    CTE Program Approvals
    CTE Student Enrollment & Follow-up Data
    Career & Technical Act
    CTE Staff Credentialing
    CTE Active Teacher Report
    CDIP/Student Credentialing
    CTE Regional Needs Assessment
    Other CCR Grants
    Any College Prep Funding Programs Concurrent Enrollment, PTECH, ASCENT, Advanced Placement, etc.
    Any Work Based Learning (WBL) Funding Programs


    CTE/CCR Directors attend and facilitate a multitude of meetings and team projects or collaborations. Employee supports these cohorts, committees, and commitments including preparing agendas, presentation materials, and preparing various reports. In addition, the employee may participate as the recording secretary for meetings. Managing the offices, the employee exercises considerable discernment regarding accommodating additional meeting requests, determining appropriateness and how/when best to schedule. In addition, the employee may coordinate, compose, compile, and distribute a variety of documents including correspondence, memorandums, bulletins, and testing or compliance driven student data reporting as appropriate for each committee or project appropriate for each committee or project.

    Performs other duties as assigned.


    EDUCATION AND RELATED WORK EXPERIENCE:

    High School Diploma or equivalent required with courses in business, finance, office management, accounting, and/or bookkeeping preferred*;
    Bilingual oral and written skills, English/Spanish, are desirable;
    Preference given for Associates Degree or higher in Business, Library Science, Office Technology or other acceptable equivalent*;
    Minimum three years prior experience in office management, administrative assistant or records management required*;
    Preference for prior documented experience working with career and technical education programs;
    Preference given for applicants with prior school district or student tracking software system experience;
    • Acceptable educational and experience equivalent will be at the sole discretion of the District.

    LICENSES, REGISTRATIONS or CERTIFICATIONS:

    Must successfully complete a criminal background check required for hire;
    Valid Colorado drivers license required or valid state identification required;
    Attend and successfully complete all staff development training as required by state law or as directed by supervisor.

Keywords: Mesa County Valley School District 51, Grand Junction , Specialist, CTE/Administrative Assistant, Career College Readiness, Other , Grand Junction, Colorado

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