Administrative Assistant Central Office Reception and Operations Support CLASS I 12M (SPSSA Union)

Class I Administrative Assistant

The Saginaw Public Schools Class I Administrative Assistant Central Office Reception & Operations Support serves as the front-line point of contact for the District and must represent the District in a professional, courteous, and service-oriented manner. Responsibilities include receiving and routing incoming calls, greeting and assisting visitors, maintaining front office operations, and providing administrative support to multiple departments including Fiscal Services and Operations. This position also supports districtwide enrollment processes, records management, visitor access procedures, interdepartmental communication, and general administrative operations. The incumbent must exercise sound judgment, maintain confidentiality, demonstrate strong attention to detail, and help promote a safe, organized, and welcoming environment for all stakeholders entering the Administration Building.

District Mission Statement: Our mission is to be a globally competitive school district that prepares and inspires students to achieve their full potential. #SPSDinspiresgreatness

Knowledge, Skills and Abilities: Knowledge of grammar, spelling, business correspondence, and office procedures. Knowledge in the use of standard office equipment and multi-line phone systems. Knowledge of Skyward, Excel, Word, PowerPoint, Access, Google platforms, and other necessary software. Skilled typist 45 wpm preferred. Ability to communicate effectively, courteously, and professionally with diverse stakeholders. Ability to compile data, maintain records, and prepare reports. Ability to monitor visitor access procedures and identify potential safety concerns while following district protocols. Ability to remain calm, professional, and solution-focused during difficult interactions. Ability to work accurately with figures, forms, and records. Ability to work in a multicultural urban setting and build positive rapport with students, staff, families, vendors, and community members. Strong organizational skills with the ability to prioritize multiple assignments simultaneously. Ability to maintain confidentiality regarding personnel, student, financial, and operational matters. Strong attention to detail and follow-through. Knowledge of customer service principles and conflict de-escalation techniques.

Physical Demands While performing the duties of this job, the employee must be able to lift up to 30 lbs., sit or stand for extended periods, and move throughout the Administration Building as needed. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Duties and Responsibilities: Courteously and professionally screen, greet, and assist visitors. Maintain visitor sign-in procedures and follow established building access protocols. Answer incoming calls promptly, professionally, and route calls to appropriate departments. Provide accurate information to callers and visitors regarding district services and procedures. Distribute student work permits and related documents. Direct stakeholders to the appropriate personnel regarding Open Enrollment/Schools of Choice, and Administrative Placement processes. Support student enrollment and residency intake processes by collecting required documentation and directing families appropriately. Assist with district emergency announcements, lockdown communications, or office response procedures as directed. Assist various Business Office Personnel as necessary a. Input data into district systems as requested. b. Type letters, reports, forms, spreadsheets, and other documents as needed. Filing, document preparation, invoice routing, and record organization. Monitor lobby/common areas. Maintain orderly reception and front office areas. Receive, sort, and distribute mail, deliveries, and correspondence. Coordinate with departments to ensure visitors are directed appropriately while minimizing disruption to operations, and promptly notify appropriate personnel of visitor concerns, unauthorized access attempts, or unusual activity. Perform other duties as assigned by supervisor.

Education and/or Experience: High school education or equivalent required Associate degree or post-secondary coursework preferred. Previous administrative assistant, customer service, receptionist, or office support experience in a school or professional office environment preferred. Experience working with the public in a fast-paced environment preferred.

Special Requirements: Ability to maintain regular attendance and punctuality.

Working Conditions: Office environment where there is minimal physical discomfort due to temperature, noise, dust, or similar factors. Frequent interaction with staff, families, vendors, and community members.

Supervisory Responsibilities: None

Fiscal Responsibilities: None (may assist with clerical processing and routing of financial documents).

Curricula Responsibilities: None

Method of Evaluation: The Deputy Superintendent of Fiscal Services and Operations will evaluate this position bi-annually on odd-numbered years. The evaluation form is available from the Human Resources and Labor Relations Department.

Starting Pay Range: $19/hr