Technician: College & Career Readiness

Provides comprehensive administrative, secretarial, and accounting support to the immediate supervisor, departmental coordinator, and professional staff.

Responsibilities

• Serves as the administrative technician to the director and professional staff.
• Answers and screens telephone calls, visitors, mail, and correspondence.
• Interprets and orally conveys messages, instructions, procedures, or practices from the supervisor(s), acting with tact and discretion.
• Composes a variety of letters, memoranda, summaries, instructions, notices, or other routine transmittals on subjects relative to the function and programs of the department/office.
• Prepares agendas for meetings; may attend meetings to set up, take minutes, distribute materials, and clean up.
• Manages the director’s and additional professional staff’s calendar, schedules appointments/meetings, and makes necessary travel arrangements.
• Gathers documents, files, or background materials necessary for meetings/conferences and apprises the director/coordinators of their nature and circumstances.
• Schedules and arranges conferences; prepares necessary materials.
• Prepares, maintains, and reconciles spreadsheets and databases for department and office budgets, including the Office of Career and Technical Education grants' budgets (Title IV).
• Prepares purchasing procedures in accordance with published guidelines; enters price agreements, small procurement, and requisitions for assigned departments.
• Performs financial/budget management responsibilities, including review of financial statements, preparation of financial reports, monthly budget reconciliation, and maintaining expenditure justification documentation.
• Researches inquiries from departments, schools, and vendors regarding order and payment status.
• Establishes, compiles, and maintains confidential records/files such as correspondence, evaluations, reclassifications, budgets, grant reports, and related matters.
• Assists project specialist with Federal, State, and local audits/interim reports by reconciling budgets, compiling audit documentation, and explaining order processing procedures.
• Performs other related duties as assigned within the same classification or lower.

Requirements

• Associate's Degree in a related field from a regionally accredited college or university, or an equivalent combination of education and experience.
• Three (3) years of recent professional and/or administrative office support experience in a related functional area (including grants and development), or an equivalent combination of education and experience.

Skills

• Considerable knowledge of the Board of Education organization, operations, policies, and procedures.
• Detailed knowledge of Advantage Financial and other school-based and Central Office-based programs.
• Knowledge of accounting structures, budget and finance, contracts, purchasing, and financial administration of grant funds.
• Experience in preparing budget proposals and monitoring both grants and local funds.
• Excellent office/grant management and multitasking skills.
• Thorough knowledge of modern office practices and procedures, bookkeeping, business English, spelling, and arithmetic.
• Ability to exercise initiative and good judgment in the timely execution of delegated administrative responsibilities.
• Ability to exercise courtesy, tact, and cooperation when dealing with personnel, contractors, outside agencies, and the public.
• Ability to use school-based computer applications and/or financial information and records management systems.
• Ability to communicate effectively in both oral and written form with colleagues, staff, administrators, and the public.
• Ability to maintain confidentiality and security of operating records, files, and materials.
• Ability to operate various office equipment.
• Demonstrates ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g., video/web conferencing, Microsoft Office Suite—Word, Excel, Outlook, and/or PowerPoint).

Career Ladder Requirements

• Qualification Requirements for Employment in Higher Grade as a New Hire or Transfer:
  • Two (2) additional years of successful experience.
  • Achievement of Professional Certification or Certificate in Business or Technology, or completion of coursework/workshops leading toward certification, as determined by the supervisor.
• Eligibility for Consideration for Advancement from Lower Grade to Higher Grade:
  • Two (2) years of continuous successful experience in the position at the Lower Grade level.
  • Mastery of all responsibilities and duties of the position.
  • Evidence of completion of additional training recommended by the supervisor and/or participation in approved professional development programs or courses, approved in advance by the supervisor.
  • Successful completion of a minimum of one professional development within the last two years.
  • Successful completion of job-specific professional developments identified on the job description, performance evaluations, and/or the supervisor’s documented recommendation.
  • Achievement of identified goals as they relate to the needs of the district and as established by the supervisor.
  • Consistent maintenance of an effective and orderly work environment.
  • Consistent compliance with general office procedures, including standards in the AACPS Employee Handbook; demonstration of discretion and excellent customer service; regular and punctual attendance; and adherence to building dress code, including wearing AACPS ID badge.
  • Above Satisfactory overall job performance for the two most recent consecutive years of Probationary and Performance Ratings (ratings completed after January 2, 2024, will be accepted).
  • Letter of Recommendation written by the supervisor.
• Additional Requirements for Advancement from Lower Grade to Higher Grade:
  • Achievement of Professional Certification or Certificate in Business or Technology, or completion of coursework/workshops leading toward certification, as determined by the supervisor.

Physical Demands / Working Conditions

• Physical Demands:
  • Standing: under 1/3 of the time
  • Walking: under 1/3 of the time
  • Sitting: between 1/3 and 2/3 of the time
  • Keyboarding: between 1/3 and 2/3 of the time
  • Talking: between 1/3 and 2/3 of the time
  • Hearing: between 1/3 and 2/3 of the time
  • Lifting and carrying up to 10 pounds: under 1/3 of the time
• Work Environment:
  • Location: Office, school, or similar indoor environment (over 2/3 of the time).
  • Noise Level: Moderate (between 1/3 and 2/3 of the time).
• Vision: No special vision requirements with correction.

Reports to: Director, College & Career Readiness-Secondary

Days Worked: 260 days per year

Hours Worked: 7 hours per day

FLSA Exemption Status: Non-Exempt