Administrative Assistant

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description.

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

Secretary - Department

Department: Instructional
Bargaining Unit:      Grand Rapids Association of Educational Office
Personnel (GRAEOP)
Wage: Determined by the collective bargaining
agreement

Direct Supervisor: Chief Area Instructional Leader

JOB SUMMARY
The Department Secretary is responsible for providing clerical support to the building administrators to ensure the efficient operation of the department office.

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 on time and in person attendance is an essential function of this job. Other essential functions may include, but are not limited to the following:

• Responsible for assisting the building administrator with implementing work rules and daily routines.

• Responsible for acting as a liaison between clerical and managerial staff.

• Responsible for guiding the work of other clerical staff to ensure work efficiency.

• Plan and adjust the assignments of clerical staff to cover unexpected absences and work assignments.

• Responsible for responding to customer complaints.

• Assist the building administrator with various tasks including message handling, written communications, answering voicemail, filing, payroll, scheduling appointments, and reporting.

• Responsible for building payroll, recording staff attendance, and working with appropriate personnel to coordinate substitute staff.

• Maintain records and prepare reports.

• Responsible for monitoring and coordinating the site-based budget and accounting process, ordering, inventory, and distribution of supplies, purchasing of materials, purchasing card ordering and reconciliation.

• Responsible for assuring proper collection and securing of funds collected in the department.

• Responsible for maintaining the building calendar, including building use requests, and coordinating with appropriate personnel.

• Responsible for assuring all office equipment is in working condition.

• Responsible for the accurate maintenance of the computerized scholar information system and willing to train others on computer applications for department use.

• Responsible for assisting with the coordination of the recording all scholar daily attendance.

• Responsible for assisting the director with assisting the scholar enrollment process.

• Responsible for working with the nursing staff in the distribution of medication and health screening.

• Responsible for regular secretarial duties for the building administration, including mail, communications, etc.

• Responsible for issuing building keys.

• Responsible for assisting in the preparation for all audits.

• Responsible for the collection of all monies owed to the department.

• Responsible for assisting the principals with TR scholar suspension.

• Responsible for preparing for department opening and closing with the principal.

• Responsible for preparing and coordinating the monthly department calendar and newsletter.

• Responsible for assisting with the completion of all necessary and required reporting.

• Interact with co-workers, administration, scholars, parents, and the community in positive, supportive, and cooperative ways.

• Maintains department budget at the discretion of the Director.

• Consistently demonstrate dependable attendance and punctuality.

• Perform other duties as assigned.

QUALIFICATIONS
Required Education and Experience:

• High School diploma or equivalent

• One year of successful previous secretarial experience

• Successful completion of secretarial testing in the areas of intermediate word, excel, basic math, grammar, and language arts

• Excellent communication skills (verbal, written and interpersonal)

• Demonstrated experience working with computers. Working knowledge of Windows based programs (word processing & spreadsheets)

Preferred Qualifications:

• Working knowledge of the school system

• Familiarity with Board of Education (BOE) policies and procedures

Knowledge, Skills, and Abilities:

• Working knowledge of the district's e-mail, payroll and financial systems, student records, and substitute system

• Demonstrated excellent bookkeeping and financial records management skills

• Demonstrated effective office organizational and time management skills

• Demonstrated ability to work independently, adapt to changes in work priorities, procedures

• Demonstrated ability to communicate effectively both orally and in writing

• Demonstrated excellent attendance and punctuality

• Demonstrated ability to work in a diverse environment

• Demonstrated leadership in working with staff and students

• Demonstrated ability to participate as a member of the team

• Demonstrated ability to handle confidential matters

• Demonstrated ability to adapt to changes in work priorities, procedures, etc.

• Demonstrated ability to develop and promote good community relations among various community and school clientele

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). 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.

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.

Non-Discrimination
The Grand Rapids Public Departments 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 through the Human Resources Department at or