Lead CTAAE Office Specialist (FOR CURRENT ELIGIBLE EMPLOYEES ONLY) 23096

• Perform specialized and complex technical and administrative clerical support duties involving independent judgment and action within an assigned office and requiring in-depth knowledge of the  function or program; leads the staff to assist in assuring smooth and efficient office operations
• Coordinates administrative support of student enrollment for Adult Education Teachers and  Community Lecturers (e.g. registrations, rosters, class location, etc.) for the purpose of ensuring completion of the work within established guidelines.
• Dispatches assigned staff to assist instructors, students, and visitors (e.g. calls/emails, and or questions from staff, parents, students, public agencies, etc.) for the purpose of providing general information and/or routing inquiries.
• Maintains manual and electronic documents, files, and records (e.g. letters, forms, reports, databases, procedural manuals, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements; builds and maintains course information in the database and on the website. 
• Maintains the inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items' availability to both office and instructional staff.
• Acts as the facilities liaison in order to assign room locations throughout the District.
• Acts as the liaison for all instructional staff to determine quarterly master schedule and course offerings.
• Coordinates with school site custodial staff to ensure that room locations are open and available for classes scheduled.  
• Serves as primary contact for all community lecturers, graphic designer, and printing office to publish the quarterly catalog.
• Monitors students referred to the administrator for adverse behavior for the purpose of ensuring student welfare and maintaining a secure office environment.
• Organizes and participates in department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.
• Oversees assigned staff in collecting monies (e.g. bank deposits, accounting records, bank statements, revolving cash account, etc.) for the purpose of maintaining accounts from fees or other charges.
• Registers and enrolls students according to established policies and procedures; verifies and assures accuracy of registration information; inputs registration data into computer; distributes registration records; monitors course enrollment throughout the term in order to identify needs for adjustments (e.g., cancellations, postponements, or extensions).
• Researches and collects data (e.g. database entries and queries, surveys, reports, lists, etc.) for the purpose of preparing reports and/or processing forms.
• Responds to questions from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of explaining policies, procedures, and regulations.
• Reviews documents and reports prepared by assigned staff (e.g. letters and memos, student schedules, student attendance and progress reports, calendars, bulletins, periodic reports, class lists, charts, student surveys, etc.) for the purpose of ensuring accuracy and communicating information to other parties and/or agencies.
• Trains and leads the work  of assigned staff (e.g. contracts, catalog, attendance reports, certificates/competencies, etc.) for the purpose of ensuring proper application of CTAAE and guidelines.

Other Functions

Experience:

Job related experience is required.

Education:  

High school diploma or equivalent.

Equivalency

Any combination of education and experience equivalent to: graduation from high school and three (3) years of responsible clerical experience involving frequent public contact and the interpretation of procedures and regulations.