Job Description

Job Title:               BIS/WED Administrative Assistant

Location:               El Reno Campus

Reports To:           BIS/WED Coordinator

FLSA Status:         Non-Exempt, 12 Months

Benefits:                 Employee, Health, Dental, Vision and Life Insurance; Vacation, Sick, Personal and Emergency Leave; Paid Teacher Retirement; $3600 Flex Benefit Allowance; $2000 Employee Tuition Assistance Reimbursement; 401a Employer Match Opportunity

Job Group:            I

TC Data Code:      9

Prepared By:         Scott Smith

Prepared Date:      11/12/2024

SUMMARY

Provide administrative assistance for Business Industry Services/Workforce Economic Development department. Hours are 8:00 am to 5:00 pm, Monday through Friday, with the occasional need to flex hours in the evening. Prior notice will be given whenever possible.  Evaluated annually with Canadian Valley Technology Center's policies and procedures.

EDUCATION and/or EXPERIENCE

High school diploma or GED; one (1) year of related office and computer education and/or experience including; typing, spreadsheet, data base, and word processing programs. Experience with accounting systems – posting transactions and balancing reports with cash/checks/credit receipts preferred. Excellent public relations skills and phone techniques.

ESSENTIAL DUTIES AND RESPONSIBILITIES An individual must be able to perform each essential duty satisfactorily.  The requirements below represent the required knowledge, skill, and/or ability. Other duties may be assigned.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Work with all BIS/WED staff and clients to ensure team approach to customer service. Meet, greet, and welcome groups utilizing training/meeting rooms for events of all kinds. First line of contact for incoming customers and incoming calls in the evening. Effectively communicate with internal and external clients and customers. Prioritize and manage phone calls, walk-ins, and interruptions in a professional and informative manner.    
• Provide administrative support to the BIS/WED department; typing, filing, data entry, bookkeeping, maintaining supplies and ordering materials, set-up of class folders, preparing routine correspondence, and preparing and processing purchasing orders. Responsible for replying to transcript requests, creation of certificates of completion,
• Organize and maintain records for BIS/WED instructors; complete and maintain instructor contracts and time sheets.
• Assist with contacting and scheduling instructors and contacting and enrolling students. Notify students and instructors of cancellations. 
• Maintain class records (completions, hours, status) and create certificates, produce transcripts for BIS/WED students. 
• Work closely with Coordinators on all aspects of training programs. 
• Provide administrative support for Customized Training/Workforce & Economic Development, Safeland, H2S and related oil and gas industry training.
• Backup to the district courier.
• Other duties as assigned.

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 primary work environment is in an office environment that regularly requires employee to sit, stand, and walk. Requires reliable, dependable and punctual attendance. The employee must occasionally lift and/or move up to 25 pounds. This is not an exhaustive list.

Canadian Valley Technology Center does not discriminate on the basis of race, color, national origin, sex, disability or age in its programs, activities and employment. The following persons have been designated to handle inquiries regarding the non-discrimination policies: Title IX Coordinator: brent.casey@cvtech.edu; 504 Coordinators: 504@cvtech.edu, 405-422-2626, 6505 E Hwy 66, El Reno, OK 73036.