Administrative Assistant

Position Type:
Secretarial/Clerical/Secretary/Office Support - 12-Months
Date Posted:
2/12/2024
Location:
LinsdayStarting Wage: $15.34/hr
SUMMARY: Responsible for coordinating and facilitating activities for the Early Childhood Department. To assist the immediate supervisor in the daily operations of the Curriculum and Instruction Department in a confidential manner. Must maintain an effective working relationship with coworkers, administrative staff, parents, and students.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.

• Assists in all areas related to the Early Childhood Department, including but not limited to professional development, special projects, textbooks, budget, and general department needs.
• 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 building principals, staff, other District departments, parents, community members, and local businesses and foundations.
• Knows how to access information needed for program operation and/or production of program materials.
• Serves as confidential office support, organizes information and activities related to the Early Childhood Department.
• Assists the Director in facilitating program activities/presentations.
• Demonstrates creativity in planning and facilitating program activities.
• Demonstrates outstanding oral & written communication skills.
• Maintains discretion and loyalty with confidential information.
• Possesses knowledge of the policies of the school district and the Early Childhood Department, including relevant grants.
• Demonstrates ability to be flexible in dealing with staff, students, parents, and community members.
• Demonstrates strong organizational skills related to management of an office and program data.
• Demonstrates the ability to work without direct supervision.
• Maintains a calm demeanor when dealing with situations.
• Demonstrates effective communication via email correspondence, and verbally.
• Able to effectively access assistance from community agencies/resources to assist parents, students, and/or program initiatives.
• Plans work and events within scheduled timeframes.
• Prepares orders (printing, supplies, food, etc.) and requisitions payment for related program activities.
• Organizes and compiles information and data in accurate and understandable formats.
• Maintains accurate accounting of budget information.
• Ability to work with a large, diversified population of students, parents, staff(s), and community members.
• Ability to manage/monitor budget; provide periodic updates to Director.
• Accumulates, verifies, and documents information relative to the program and/or events.
• Perform computer and recording duties as applicable to the position.
• Process overload/stipend payments as applicable to the department.
• Requisitions program supplies and materials for the program according to district procedures.
• Makes and receives telephone calls, takes messages, routes call accurately and efficiently.
• Maintains accurate records, files and accounts for related departmental requirements.
• Types, prepares, organizes, distributes, and/or files records/reports, correspondence related to program.
• Serves as a public relations representative for the program to parents, students, community and citizens; greets visitors in a welcoming and friendly manner at all times.
• Listens well; uses a calming mannerism when individuals are angry or a stressful situation is present.
• Has a thorough knowledge of local, state, federal, and other rules, regulations, guidelines, and legislation applicable to program and/or knows where to access this information.
• Perform other duties as assigned by immediate supervisor.

SUPERVISORY RESPONSIBILITIES:
None.
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 the 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), and minimum of two years previous office experience. Proficient in the use of computers and district-related software. Experience effectively working with parents and staff.
LANGUAGE SKILLS:
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write/develop newsletters, fliers, and notes to parents and staff. Ability to effectively present information in one-on-one and small group situations to students, parents, and other employees of the organization. Demonstrated ability to use both oral and written English appropriately and effectively. Demonstrated effective phone etiquette.
MATHEMATICAL SKILLS:
Ability to perform basic math computations including rates, ratio, and percents using whole numbers, common fractions, and decimals. Ability to draw and interpret bar graphs. Demonstrate a high degree of math proficiency and the ability to perform projections for budgeting purposes.
REASONING ABILITY:
Ability to apply common sense understanding to carry out detailed but uninvolved instructions furnished in written, oral, or diagram form. Ability to deal with problems involving a few concrete variables in standardized situations. Demonstrated ability to use good judgment in making decisions.
OTHER SKILLS AND ABILITIES:
Must meet the education regulations of the State of Michigan and Federal government Must be self-motivated and self-directed.
Ability to successfully pass basic competency, computer skills testing assessments and ability to successfully pass a typing test at 30 words per minute with a high degree of accuracy. Demonstrated ability to proficiently operate a personal and mainframe computer and related software (Microsoft Word, Access, Excel, Power Point, CIMS, Internet, etc.) Ability to develop effective working relationships with students, staff, and the school community. Ability 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 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 information with a high degree of discretion and loyalty. Ability to multi-task with numerous interruptions
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 regularly required to sit and talk or hear. The employee is frequently required to stand; walk; climb or balance; and stoop, bend, kneel, crouch, or crawl.
The employee must occasionally lift, carry and/or move up to 10 pounds. The employee must occasionally be able to push/pull up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and peripheral vision. Attendance, punctuality and flexible work schedule are expectations of the position.
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 usually moderate at a standard acceptable level for this environment.
The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) 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.