Title: CTE (Career and Technical Education) Administrative Assistant Aide

Calendar/Contract: 180 Days

Salary Schedule: Lane 4(B) – Administrative Assistants Salary Schedule
Hours: 8.0 hours/day | 40.0 hours/week

Benefits-Eligible: As outlined in the Benefits Guide

Application Note:
This position will remain open until filled after a minimum of five (5) working days. Applications will be reviewed prior to scheduling interviews. Current employees of Weber School District should ensure they are marked as an internal candidate to access to the internal application.

Position Summary:

The CTE Administrative Assistant Aide will collaborate closely with the CTE Administrative Assistant to support various Career and Technical Education initiatives, including OTECH attendance and grading, magnet programs, and testing coordination. This role involves administrative, financial, and logistical responsibilities to ensure the effective operation of CTE programs and compliance with district, state, and federal guidelines.

Key Responsibilities:

• Coordinate and facilitate the administration of state CTE Skills Competency Assessments and ensure timely reporting.
• Maintain records and schedules for district vehicle usage, including van maintenance tracking and coordination of transportation needs.
• Manage CTE purchasing card (P-Card) assignments and reconciliations; perform bookkeeping and budgeting tasks using IFAS, including teacher supply funds, expenditure analysis, vendor compliance, and invoice processing.
• Serve as the CTE data collection specialist for state audits, program evaluations, and funding applications, including Perkins Federal Grants.
• Maintain and update the CTE calendar with relevant conferences, meetings, and events.
• Promote OTECH programs by communicating opportunities, schedules, and authorizations to students and parents.
• Support magnet program initiatives and assist with Work-Based Learning (WBL) internships, including promotion, tracking experiences, managing timesheets, and coordinating with industry partners.
• Organize and support CTE-related events such as career fairs, expos, and community outreach efforts; contribute content for websites and promotional materials.
• Prepare and distribute CTE Pathways brochures, posters, and other marketing materials.
• Collaborate with universities on Concurrent Enrollment (CE) programs; maintain records related to registration, grading, credit tracking, and transcript distribution.
• Coordinate Career and Technical Student Organization (CTSO) funding and travel logistics; ensure compliance with district travel and competition guidelines.
• Process purchase orders, travel reimbursements, per diem requests, and check requests.
• Act as a liaison between the CTE department, district office, schools, and other departments.
• Perform additional duties as assigned by the supervisor.
• Adhere to district policies regarding attendance, absences, and evaluations.
• Attendance is an Essential Function of this Position: Physical presence at the worksite is an essential function of this position. The role requires in-person collaboration, direct interaction with team members, other staff, students, and/or guardians, and access to on-site equipment and resources.

• Other Functions: Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.

Other Responsibilities:

• Other duties as assigned. This job description is not intended to be all-inclusive. The employee may be required to perform other related duties as assigned to meet the ongoing needs of the organization. Responsibilities and tasks may be modified or expanded based on office needs, departmental priorities, or organizational goals.

Minimum Qualifications:

• Education: High school diploma or equivalent required.
• Experience: Demonstrated experience in administrative support roles with increasing responsibility, preferably in an educational or CTE setting.
• Skills and Abilities:
  • Proficiency in Google Workspace and spreadsheet applications.
  • Strong organizational and project management skills.
  • Basic bookkeeping and financial recordkeeping knowledge.
  • Excellent written and verbal communication skills.
  • Ability to manage multiple priorities, meet deadlines, and work with frequent interruptions.
  • Strong interpersonal skills with the ability to work effectively with diverse groups.
  • Ability to maintain confidentiality and demonstrate professionalism.
  • Flexibility, creativity, teamwork, and a positive, proactive attitude.
• Physical Requirements:
  • Remain in a stationary position 50% of the time.
  • Move about inside and outside the school to access files, students and machinery.
  • Constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, computer, computer printer.
  • Occasionally ascend/descend a ladder/stairs to access high objects or different levels of the building.
  • Constantly positions self to maintain files, students, or objects.
  • Have the ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
  • Have the ability to observe details at close and far range.
  • Frequently move items weighing up to 20 pounds across the classroom for various needs. 

WEBER SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY (EEO) EMPLOYER