Welcome To Southern Tech - Applying For The Workforce and Economic Development Administrative Assistant Position

Purpose of Job:

Provides administrative assistance to WED Director, Contractor Safety, Corporate Training, Conference Center patrons and rooms, and quality professional office assistance and clerical support for other departments as needed.

 

Major Duties, Tasks, and Responsibilities

 

Essential Functions of the Job:

1. Supports and promotes the SouthernTech adopted quality initiatives including the Baldrige criteria, Oklahoma Quality Award Foundation criteria, Tech Centers That Work, and Lean Office.
2. Recommends new approaches, policies, and procedures to effect continuous improvements in services to customers.
3. Supports and assists in the development and execution of the SouthernTech strategic plan.
4. Takes reservations and schedules all Conference Center and Corporate Training rooms utilizing the SouthernTech reservation system.
5. Collaborates with Food Service, Facilities and Information Technology to ensure rooms are properly set up and catering and equipment are in place and in good working order.
6. Works flexible schedule based on conference center and Corporate Training activity.
7. Prepares weekly Conference Center and WED schedule for distribution on daily/weekly basis as needed.
8. Types and designs general correspondence, memos, charts, tables, and graphs.
9. Communicates effectively with SouthernTech customers/students/staff and answers questions or directs inquiries to the appropriate person or responds independently in a timely manner.
10. Assist in the proper execution of emergency plans.
11. Handles confidential and non-routine information.
12. Creates and maintains database and spreadsheet files.
13. Prioritizes and executes multiple tasks and projects.
14. Inputs WED client invoicing and student data into SouthernTech student information system.
15. Assists WED Coordinators with input and verification of all required state reporting information entered in student information system.
16. Inputs course evaluation data into central database.
17. Prints course cards and certificates when needed.
18. Assists with class management in Learning Management System.

Secondary Functions of the Job:

1. Establish professional rapport with SouthernTech employees.
2. Assist the WED Coordinators with the coordination and evaluation of programs:

1. Assist with certification and course authorizations
2. Communicating with clients to determine assessment of needs
3. Marketing class-specific information to district
4. Provide excellent customer service to all customers
   3. Serve on committees as assigned
   4. Backup for Receptionist/Career Development Training Administrative Assistant as needed
   5. Backup for Contractor Safety Training as needed
   6. Backup for the Testing Center as needed
   7. Backup for the Instructional Assistants as needed

Other:

1. Performs other tasks and assume other duties and responsibilities as assigned.
2. Cross trains with other positions as required by supervisor.

    

 Organizational Relationships

 Reports to: Workforce & Economic Development Director

 

Education, Knowledge, Skill, & Experience Requirements:

 

Qualifications:  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.

 

Education and Experience:

1. High School Diploma required, Associates preferred.
2. Possess Microsoft Office Specialist certifications in Word & Excel or be willing to obtain within 1 year.
3. Possess an OK CareerTech BIS certification or be willing to obtain within 2 years.
4. Proctor certifications as required by the Testing Center or be willing to obtain within 1 year.
5. Computer Training – CareerTech Certificate preferred.
6. 3-5 years’ experience in direct customer service.

 

Knowledge and Skills:

1. Ability to effectively communicate in person and over the phone and analyze the next step in customer service response.
2. Thorough understanding of proper handling of confidential information.
3. Ability to effectively present information and respond to questions from groups of customers, students, and staff.
4. Working knowledge of computerized office programs.
5. Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to deal with problems involving concrete variables in standardized situations.
6. Ability to use proper grammar in both spoken and written form and construct clear written communication that is understandable and consistent with the rules of English.
7. Ability to write documents and effectively present information.
8. Defines problems, collects data, establish facts, and draw valid conclusions.
9. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
10. Implements, facilitates, and completes multiple projects in a timely and efficient manner.
11. Ability to function professionally during high stress situations.

 

Physical Requirements:

 

Physical Requirements:

1. Sit for extended periods.
2. Manipulate computer keyboard.
3. Keen hearing: (ability to listen to others)
4. Vision: Close and distance vision required.
5. Be able to communicate.
6. Be able to properly and legally operate a school vehicle as required to travel on behalf of the district.
7. Regularly lifts up to 25 lbs. (occasionally up to 50 lbs.).
8. Ability to bend and stoop.

 

Work Environment:

Primarily an office environment with moderate physical activity and low or no exposure to mechanical equipment, toxic or caustic chemicals, fumes or airborne particles.  Noise level is moderate.

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