Administrative Assistant

Administrative Assistant, GSRP (Grade 13)

Summary: Responsible for coordinating and facilitating activities for the Early Childhood Department. To assist the immediate supervisor in the daily operations of the Early Childhood Department in a confidential manner. Must maintain an effective working relationship with coworkers, administrative staff, parents, and students.

Essential Duties and Responsibilities:

• Assists in all areas related to the Early Childhood Department, including but not limited to professional development, special projects, recruitment and enrollment of students, budget, payroll of GSRP staff and contracted aides, maintaining and scheduling staff in the designated software systems, and ordering all GSRP materials and supplies.
• Monitors and responds to communication, schedules enrollment appointments and collects required documentation.
• Assists to maintain licensing records for each classroom required by the State of Michigan in designated binders and electronic folders.
• Produces print material, i.e. newsletters, PowerPoint presentations, and flyers with accuracy, meeting short and long-term deadlines.
• Manages multiple projects with ease and accuracy, meeting short and long-term deadlines.
• Takes initiative in locating useful information relevant to on-going projects or program needs.
• Takes initiative in proofreading all correspondence before it leaves the program office.
• Works in a collaborative fashion with Intermediate School District staff, building principals, staff, other District departments, parents, community members, and local businesses and foundations.
• Collects student attendance data daily and contacts families of absent students. Track and follow procedures for excessive absences.
• Assists the Director in organizing and facilitating program activities and presentations, as well as assists GSRP staff in daily duties and responsibilities related to the Early Childhood Department.
• Demonstrates strong organizational skills related to management of an office and program data, including maintaining enrollment calendar and appointments for enrollment April-February.
• Prepares orders (printing, supplies, food, etc.) and requisitions payment for related program activities according to district procedures.
• Processes overloads, stipend payments and mileage according to district procedures.
• Ability to work with a large, diversified population of students, parents, staff(s), and community members.
• Accumulate, verify, and document information relative to the program and/or events.
• Perform technological and recording duties as applicable to the position.
• Maintains accurate records, files and accounts for related departmental requirements.
• Serves as a public relations representative for the program to parents, students, community and citizens; greets visitors in a welcoming and professional manner at all times.
• Maintains continuity of program operations in the absence of Director of Early Childhood Programs in collaboration with the Associate Superintendent of Curriculum & Instruction according to District policies and procedures.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: High school diploma or general education degree (GED) required. Minimum of three to five years previous office experience preferred.

Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before parents, staff, students and the community.

Mathematical Skills: Ability to perform basic math computations including rates, ratio, and percents using whole numbers, common fractions, and decimals.

Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Other Skills and Abilities: Ability to successfully pass basic competency, computer skills testing assessments and District skills testing. Demonstrated ability to proficiently operate a computer and related software. Ability to develop effective working relationships with students, staff, the school community, and businesses. Capability to maintain a calm demeanor and remain professional in stressful situations. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements, State and Federal guidelines/requirements, Board of Education policies, and all applicable Federal State and local regulations. Must exhibit reliable, dependable, honest, and self-motivated abilities. Must be able to understand and execute oral and written directions and know sources of information. Competence to perform duties through knowledge of all district requirements and Board of Education policies. Ability to prioritize work and organize work; with delegating as appropriate. Demonstrated ability to deal with confidential matters associated with this position. Ability to multi-task with numerous interruptions. Attendance and punctuality are expectations of this position.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is almost continuously required to sit and talk or hear. The employee is occasionally required to walk and stand. The employee is occasionally required to reach with hands and occasionally will repeat the same hand, arm or finger motion many times as in typing. The employee occasionally will lift and carry up to 10 pounds and push/pull up to 30 pounds. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.

Supervisory Responsibilities: None

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 noise level in the work environment is acceptable to this particular environment. However, the noise level can vary depending upon daily activity but will still remain within the acceptable noise level range. The employee continuously is interacting with the public, staff and students. The employee frequently will be required to meet multiple demands from several people with short notices, deadlines, and shifting priorities. The employee will be distracted and interrupted by such influences as people, phone calls, noise, etc. The information contained in this job description is for compliance with the American with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.