CTE
Program Compliance Specialist
Wayne County Public Schools
Job Description
TITLE: CTE Program Compliance Specialist
QUALIFICATIONS:
- Preferred bachelor's degree in business, finance, or related field.
- At least 5 years of experience working in a professional office setting.
- An understanding of the Career and Technical Education program.
- Preferred experience working with Federal Programs budgets and grants.
- General background in office operations, and administration assistant support.
- Strong written and verbal communication skills. Ability to write clearly and concisely.
- Self-starter, but also comfortable and effective working as part of a team.
REPORTS TO: CTE Director
JOB GOAL: To assist the CTE Director in overall administrative duties, ensure collection of state and federal compliances (collection), and assist in obtaining grants.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
Primary Job Duties: Budget, Purchases, Research, Inventory, Travel, Professional Development Preparation, Communication and Verification of: Accountability, Curriculum, Student Organizations, Indicators Licensure, Career Pathways, Technology, and Time & Effort.
- Budget
- Check the monthly Board Report to ensure all CTE requests are listed
- Design and implement effective budgeting policies and procedures
- Forecast budget needs
- Identify variances between actual and budgeted financial results of each quarter.
- Manage CTE Director Budgets (PRC 013, 014, 017, 083, and other awarded grants).
- Present expenditures to CTE Director monthly
- Review budget request for approval by CTE Director
- Review coding for all purchases and salaries (monthly)
- Update financial information (allotment, expenditures) to ensure all operations and budget
- Requisitions/Purchase Orders
- Communicate with staff on all purchases and document log
- Open PO creation for Auto program (safety inspections)
- Open PO creation for Foods program (food labs)
- Open PO creation for Horticulture program (Ormond’s Gas)
- Open PO creation for Transportation (field trips)
- Purchase briefings (weekly)
- Purchase requisition entry into Linq
- Purchase verification for large equipment (three quotes and/or single source vendor
- Review reconciles purchases and expenditures according to budget
- Verify receipts for horticulture and update open PO
- Verify receipts for safety inspections and update open PO
- Verify receipts of food lab purchased and update open PO
- Verify teacher supplies are aligned with state standards and are within the given budget allotment
- Verify teacher supply allotments are based upon student enrollment and align to course standards
- Grants and Research
- Assist in grant research and writing documentation
- Research equipment and supplies (costs and comparisons)
- Research project requirements (as needed)
- Inventory
- Self-audit CTE inventory
- Self-audit CTE inventory documentation of asset/inventory transfer
- Self-audit CTE inventory documentation of asset/inventory deposal
- Verify inventory has been turned in
- Travel/Field Trips
- Ensure no more than five field trips per year are requested
- Review accuracy and submit office travel
- Self-audit CTE Field Trips (approval, paperwork, updating the budget and open PO)
- Verify Worksheet Application, invoices, and paperwork; update PO, direct pay to Transportation.
- State and Federal Accountability
- Work with CIMC to verify data checks of Performance-based Measurements (PBM) (once per month)
- Work with CIMC to verify signature receipt of Credential Potential given to teachers.
- Work with CIMC to verify signature receipt of the curriculum being used by teachers.
- Work with CIMC to verify signature receipt of Proof of Learning (POL) Accountability notification.
- Communication
- Collects and organizes Comprehensive Local Needs Assessment (CLNA) data
- Debrief various data collection with CTE Director and CIMC (weekly)
- Plan, coordinate, and announce meetings (as needed)
- Setup and maintain calendar appointment(s) to meet with WCC, JCC (Diesel), and LCC (Culinary) to update articulation agreement
- Setup and maintain calendar appointment(s) to meet with WCC, JCC (Diesel), and LCC (Culinary) to set agreed-upon pathways
- Update and maintain CTE Electronic Calendar (CIMC, Director, CTE Staff, and public)
- Update and maintain CTE portion of WCPS registration guide
- Update and maintain CTE Website for CTE Staff, and the public
- Update annual and biannual CTE documents
- Verifies, notifies, and maintains meeting agendas and signature logs monthly
- Curriculum Verification
- Verify honor portfolios have been collected
- Verify that modified blueprints have been submitted
- Verify pacing guides have been submitted
- Verify those teaching Advanced Studies have the three P’s (Product, Paper, Portfolio, and Presentation)
- Work with CIMC and report on the iCEV usage (supplemental curriculum)
- Career and Technical Student Organizations (CTSO)
- Work with CIMC to track the number of students involved in CTSO, including students' awards and students serving as officers at a state level
- State and Federal Indicators
- Work with CIMC and report on ELA, Math, and Science integration usage (once per month)
- Licensure/Retain-recruit
- Create and update, annually, a diversity chart of teachers (race, gender, ethnicity) to see areas of opportunity.
- Order and coordinate biannual Proof of Learning recognition awards
- Self-audit CTE licensure for each teacher each semester (notify CTE Director, HR, and teacher).
- Work with CIMC to create and update a CTE New Teacher Orientation guide
- Career Pathways
- Pull data from Career Occupation (growth) data from NCCareer.org annually
- Pull data from Career Occupation (star rating) data from NCCareer.org annually
- Verify and report if the WCPS pathway disagrees or with community college.
- Work with CIMC and report Major Clarity usage/progress and report monthly
- Work with CIMC and report on Career Development Continuum compliance in the 5th through 12th grades.
- Work with CIMC and report on the Pathful Connections usage (guest speakers)
- Work with CIMC to track number of students in a pathway
- Work with CIMC to track number of students who are junior and senior concentrators
- Professional Development
- Professional Development: preparations (securing space, signatures, and audio/visual needs)
- Technology
- Update the five-year technology rotation document
- Time & Effort
- Time & Effort: verify PAR forms are turned in within the first ten days of each month
- Time & Effort: verify Time and Effort forms have been given out and collected the first ten days of each semester
- Work-based Learning
- Facilitate job shadowing and internship connections for WCPS students at appropriate local business and industry partners.
- When necessary, review WBL applications and conduct internship interviews with students.
- Coordinate work-based learning schedule with CDC to visit and collect the required documentation from local business and industry, as well as student documents.
- Ensure job shadowing and internship documentation fulfill state requirements.
- Work with CIMC to ensure appropriate course coding has taken place.
- Conduct WBL exit interviews with students.
- Other duties assigned
Terms of Employment: Twelve-month employment
Starting Salary and/or Grade: Salary is based upon the local salary schedule, Grade 63.
Evaluation: Performance of this job will be evaluated in accordance with provisions of the Board, local, and state policy on the evaluation of teachers.
Knowledge, Skills and Abilities:
- Possess requisite math, writing, reading, and communication skills. Ability to communicate clearly and concisely, both orally and in writing.
- Ability to establish and maintain effective working relationships as necessitated by work assignments.
- Comply with confidentiality requirements in local, state, and federal policies and statutes.
- Physical ability (able to exert up to 30 pounds of force occasionally) and dexterity to perform the duties and responsibilities of the job.
- Ability to work independently, meet deadlines, and accomplish specific tasks as requested.
- Ability to manufacture good quality products at the set rate of output.
- Ability to establish and maintain effective working relationships as necessitated by work assignments.
- Ability to correctly set up and run the product in the correct order.
- Ability to correctly follow and give instructions.
Physical Requirements:
- Must be physically able to operate a variety of equipment including computers, copiers, etc.
- Must be physically able to operate a motor vehicle.
- Must be able to lift, carry, push, and pull or otherwise move objects including the human body. Able to exert up to 20 pounds of force occasionally.
- Light Work usually requires walking or standing to a significant degree.
DISCLAIMER:
- The statements of the job description are intended to describe the general nature and level of work performed by an employee in this category. The description does not contain an exhaustive list of all responsibilities, duties, skills, and other requirements necessary for employees to perform in this position.