Chief Administrative Secretary

1 week ago

Grand Rapids, Michigan, United States Grand Rapids Public Schools Full time

Position Overview

The Chief Administrative Secretary plays a crucial role in delivering administrative support to the school's leadership, ensuring the seamless operation of the office environment. This position is vital for maintaining efficient workflows and communication within the educational institution.

Mission Statement

Our mission is to cultivate an educational atmosphere where all students thrive as self-sufficient and contributing members of society.

Job Responsibilities

The Chief Administrative Secretary is tasked with a variety of essential functions, which may include but are not limited to:

  • Assisting the school administration in implementing daily operational procedures and work guidelines.
  • Serving as a key point of contact between clerical staff and management.
  • Overseeing the performance of clerical personnel to promote efficiency.
  • Adjusting clerical assignments to accommodate unexpected staff absences.
  • Addressing and resolving inquiries and complaints from stakeholders.
  • Supporting the administration with various tasks such as message management, correspondence, voicemail handling, filing, payroll processing, appointment scheduling, and reporting.
  • Managing payroll duties, tracking staff attendance, and coordinating substitute personnel as needed.
  • Maintaining accurate records and generating reports.
  • Monitoring the site-based budget and accounting processes, including ordering supplies and managing inventory.
  • Ensuring the secure collection of funds and proper management of school finances.
  • Coordinating the building calendar and managing requests for facility use.
  • Ensuring all office equipment is operational and well-maintained.
  • Accurately maintaining the computerized student information system and providing training on relevant software.
  • Assisting with the documentation of student attendance.
  • Collaborating with the administration on student enrollment processes.
  • Working alongside health staff in medication distribution and health assessments.
  • Performing standard secretarial duties for the administration, including mail handling and communication tasks.
  • Issuing keys for building access.
  • Aiding in the preparation for audits and compliance checks.
  • Collecting all dues owed to the institution.
  • Supporting the administration with student disciplinary actions.
  • Preparing for the academic year’s opening and closing in conjunction with the administration.
  • Coordinating the monthly school calendar and newsletters.
  • Assisting with the completion of mandatory reporting requirements.
  • Engaging positively with colleagues, administration, students, parents, and the community.
  • Managing the school budget as directed by the administration.
  • Regular attendance and punctuality are essential.
  • Performing additional duties as assigned.

Qualifications

Education and Experience:

  • High School diploma or equivalent.
  • A minimum of one year of successful secretarial experience.
  • Completion of secretarial assessments in relevant areas such as word processing, spreadsheets, basic mathematics, grammar, and language arts.

Preferred Qualifications:

  • Familiarity with the educational system.
  • Understanding of Board of Education policies and procedures.

Skills and Abilities:

  • Strong communication skills, both verbal and written.
  • Proficient in computer usage, particularly with Windows-based applications.
  • Knowledge of district email, payroll, financial systems, and student records management.
  • Proven bookkeeping and financial record-keeping abilities.
  • Effective organizational and time management skills.
  • Ability to work independently and adapt to changing priorities.
  • Demonstrated leadership and teamwork capabilities.
  • Capacity to handle confidential information responsibly.
  • Ability to foster positive community relations.

Physical and Mental Requirements

The physical demands of this role include standing, walking, sitting, and using hands for various tasks. The employee may occasionally lift up to 40 pounds. The work environment can be moderately loud, requiring effective communication skills.

Non-Discrimination Policy

The Grand Rapids Public Schools is committed to providing an inclusive environment and will not discriminate based on race, sex, sexual orientation, gender identity, age, disability, or any other protected status.

ADA Accommodations

Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

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