Administrative Assistant To Academic/Instructional Support

Grand Rapids Public Schools Grand Rapids , MI 49504

Posted 2 months ago

Job Title: Administrative Assistant To The Executive Directors of Elementary

Bargaining Group: GRAEOP AA Level

Calendar: 52 Weeks/262 Days

Hourly Rate: $14.10 - $18.35/hour

GRPS Mission: Our mission is to ensure that all students are educated, self-directed and productive members of society.

POSITION OVERVIEW

To provide administrative support services for the Elementary department which includes PK-5, PK-8, and select theme schools. The successful candidate will provide administrative support to the Executive Directors assigned to these schools in a professional manner. Under general direction, performs highly responsible, confidential, and complex secretarial and administrative assignments/ projects. This position also includes providing support when necessary to other departments.

ESSENTIAL JOB FUNCTIONS

Essential functions under the Americans with Disabilities Act may include any of the following duties, knowledge and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular attendance is an essential function of this job. Other essential functions may include, but are not limited to the following:

JOB FUNCTIONS

  • Interacts with co-workers, administration, students, parents & the community in positive, professional, supportive and cooperative manner with excellent emotional intelligence at all times.

  • Assists with duties requested daily. Compiles office information, researches school/ student level data and prepares high quality reports upon request.

  • Knows, understands, and can apply complex problem resolving practices to use and navigate student data systems. Responsible for having a working knowledge of the directors', supervisors' and principals' responsibilities in order to effectively assist the department administrators, district staff, and parents as needed.

  • Answers telephone for Executive Directors, assists Cabinet Members, principals, parents, district staff, and community, providing administrative assistant support and backup for the school building admin assistants, as necessary. Summarizes and prioritizes phone and other messages, responding for administrator as appropriate, directing calls to the appropriate person within the District as appropriate.

  • Responsible for having a working knowledge of District, departments, programs and individual school offerings in order to provide immediate response to parents, staff and other stakeholders who call or visit the administration building looking for solutions to unresolved issues.

  • Schedules meetings, maintains GroupWise calendar, maintains daily schedule for Executive Director, organizes and prioritizes all communications within the department.

  • Acts as a project manager and assists in preparation and organization of all meetings, professional learning, and in-services. Prepares materials, assemble packets; arranges scheduling of speakers, and coordinates event details.

  • Assists with the organization of district and departmental level meetings as necessary.

  • Confirms scheduled meetings through digital monitoring and with written memos.

  • Accurately processes payroll, time sheets, and additional work forms for staff.

  • Manages Processes surrounding Requests for Personnel (RFPs) on an ongoing basis

  • Works collaboratively with District leaders, building leaders, and their secretaries.

  • Maintains active communication with the business office and human resources in order to develop and maintain the personnel inventory on an ongoing basis.

  • Required to deeply learn and understand all student data systems, reporting requirements, maintain accurate records, and provide technical assistance to others in this area.

  • Works directly with business office staff to maintain and monitor budgets for assigned areas.

  • Distributes mail, compose correspondence, process purchase orders and supply requisitions, budget transfers, fund transfers, mileage reimbursement forms and payment request forms.

  • Actively participates in meetings and phone calls with parents to hear their concerns and find resolutions that meet district, school, and parent expectations.

  • Responsible for developing and maintaining digital work systems that provide effective organization and high quality work for the department administrators.

  • Organizes and maintains digital and analog filing system for correspondence, information, data, records, etc. while respecting FERPA law.

  • Serves as the website manager for the department and maintains updated information.

  • Coordinate and volunteers at district wide functions, as required by the administrator.

  • Monitors school and student data systems and creates reports and graphs to provides feedback to Executive Directors.

  • Performs other duties as assigned.

REQUIREMENTS

  • High School diploma or equivalent required.

  • Associate's Degree in Secretarial Science, Business, or Computer Science, or clearly related field required.

  • Bachelor's Degree in Secretarial Science, Business, or Computer Science, or clearly related field preferred.

  • Three years to five years successful cabinet/executive level administrative assistance experience, required.

  • Knowledge of the District and public schools operations and procedures, preferred.

  • Demonstrated experience and proficiency in working with computers and complex data management systems required. Working knowledge of Windows based programs (Word, Excel, Access, Publisher, PowerPoint), required.

  • Proficiency in the District's GroupWise email and calendar program, payroll, student data and financial systems, preferred.

  • Experience with a variety of office, tech, and communications equipment including Apple, Android, laptops, and projectors.

  • Demonstrated excellence in organizational and mulit-tasking skills, required.

  • Demonstrated ability to work well with school District employees, parents, students, and community members.

  • Demonstrated ability to work well as a team member.

  • Demonstrated ability to work in a diverse environment.

  • Growth mindset with a desire to continuously improve skills and knowledge.

  • Demonstrated accurate typing skills.

  • Demonstrated evidence of leadership ability.

  • Demonstrated respect for confidentiality of information.

  • Demonstrated excellent attendance and punctuality.

  • Ability to handle diverse projects in a limited amount of time and under pressure.

  • Demonstrated flexibility and initiative.

  • Demonstrated ability to work well in high stress situations.

  • Experience and knowledge in dealing with the public, media, and diverse groups of people as well as the ability to communicate and comprehend independently.

  • Demonstrated ability to work effectively under pressure and in an environment of constantly changing priorities and work assignments.

  • Demonstrated effective writing, spelling, grammar, and verbal communication skills.

  • Demonstrated ability to work independently.

  • Willingness and ability to work overtime without prior notice, as necessary.

  • Bilingual preferred.

ADA REQUIREMENTS

The physical demands, work environment factors, and mental functions described below 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.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, talk, hear (in a quiet or noisy environment), taste and smell. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust/focus.

WORK ENVIRONMENT:

The noise level in the work environment is usually loud to moderate. Work is performed indoors although there will be required outdoor activities. The employee is directly responsible for the safety, well-being and work output of students.

MENTAL FUNCTIONS:

While performing the duties of this job, the employee is required to compare, analyze, communicate both orally and in writing, copy, coordinate, instruct, compute, synthesize, evaluate, use interpersonal skills, compile and negotiate.

METHOD OF APPLICATION:

Grand Rapids Public Schools manages employment applications online. Applications must be completed online at www.applitrack.com/grps/onlineapp. No hardcopy applications/resumes will be accepted for this position. Computer terminals are available in the GRPS Franklin Campus lobby from 8:00am 4:00pm, Monday-Friday, for applicant use (Monday Thursday during the summer).

Non-Discrimination

The Grand Rapids Public Schools will not discriminate against any person based on race, sex, sexual orientation, gender, gender identity and expression, height, weight, color, religion, national origin, age, marital status, pregnancy, disability, veteran or military status.

Americans with Disabilities Act accommodations: Assistance with the application process may be requested though the Human Resources Department at 616 819-2022 or humanresources@grps.org


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Administrative Assistant To Academic/Instructional Support

Grand Rapids Public Schools