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Chief Administrative Secretary

2 months ago

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

Position Overview

The Chief Administrative Secretary plays a crucial role in providing comprehensive clerical support to the school leadership, ensuring the smooth and efficient functioning of the school office.

Mission Statement

Our mission is to cultivate an environment where all students are empowered to become educated, self-sufficient, and productive members of society.

Department: Elementary/Secondary

Employment Classification: Grand Rapids Association of Educational Office Personnel (GRAEOP)

Compensation: Competitive Salary

Key Responsibilities

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

  • Assisting school administrators in the establishment of operational protocols and daily workflows.
  • Serving as a communication bridge between clerical and management teams.
  • Overseeing the activities of clerical staff to promote operational efficiency.
  • Adjusting clerical assignments to accommodate unforeseen absences and workload demands.
  • Addressing and resolving customer inquiries and complaints.
  • Supporting the school leadership with various administrative tasks, including message management, correspondence, voicemail handling, filing, payroll processing, appointment scheduling, and reporting.
  • Managing payroll processes, tracking staff attendance, and coordinating substitute staffing as needed.
  • Maintaining accurate records and generating reports.
  • Monitoring and managing the site-based budget, including ordering, inventory control, and supply distribution.
  • Ensuring the secure collection of funds received by the school.
  • Overseeing the maintenance of the school calendar, including facility use requests.
  • Ensuring all office equipment is operational and well-maintained.
  • Accurately managing the computerized student information system and providing training on relevant software applications.
  • Assisting in the coordination of daily student attendance records.
  • Aiding the principal in the student enrollment process.
  • Collaborating with health staff in the distribution of medication and health assessments.
  • Performing routine secretarial duties for school administration, including mail handling and communications.
  • Managing the issuance of building keys.
  • Assisting in the preparation for audits.
  • Collecting all funds owed to the school.
  • Supporting principals with student disciplinary processes.
  • Preparing for the opening and closing of the school year in collaboration with the principal.
  • Coordinating the monthly school calendar and newsletter.
  • Assisting with the completion of all required reporting.
  • Engaging positively with colleagues, administration, students, parents, and the community.
  • Managing the school budget under the principal's guidance.
  • Regular in-person attendance is essential.
  • Performing additional duties as assigned.

Qualifications

Education and Experience:

  • High School diploma or equivalent.
  • A minimum of one year of successful secretarial experience.
  • Successful completion of secretarial assessments in intermediate word processing, Excel, basic mathematics, grammar, and language arts.

Preferred Qualifications:

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

Knowledge, Skills, and Abilities:

  • Exceptional communication skills (verbal, written, and interpersonal).
  • Proficient in computer usage, particularly with Windows-based applications (word processing and spreadsheets).
  • Knowledge of district email, payroll, financial systems, student records, and substitute management systems.
  • Strong bookkeeping and financial record-keeping capabilities.
  • Effective organizational and time management skills.
  • Ability to work independently and adapt to changing priorities and procedures.
  • Proven ability to communicate effectively in both oral and written forms.
  • Demonstrated reliability in attendance and punctuality.
  • Experience working in a diverse environment.
  • Leadership qualities in collaboration with staff and students.
  • Capacity to maintain confidentiality.
  • Ability to foster positive community relations among various stakeholders.

Physical and Mental Requirements

The physical demands and work environment factors are representative of those that must be met by an employee to successfully perform the essential functions of this role. Reasonable accommodations may be made for individuals with disabilities.

Physical Demands:

The employee is required to stand, walk, sit, use hands for handling or feeling, reach with hands and arms, climb, stoop, kneel, crouch, talk, and hear in various environments. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required include close vision, distance vision, and the ability to adjust focus.

Work Environment:

The noise level in the work environment typically ranges from moderate to loud.

Mental Functions:

While performing the duties of this position, the employee is required to compare, analyze, communicate, coordinate, instruct, compute, synthesize, evaluate, and negotiate.

Non-Discrimination Policy

The Grand Rapids Public Schools is committed to providing equal employment opportunities and will not discriminate based on race, sex, sexual orientation, gender identity, religion, national origin, age, marital status, disability, or veteran status.

ADA Accommodations

Assistance with the application process may be requested through the Human Resources Department.