Administrative Assistant

MUSKEGON AREA INTERMEDIATE SCHOOL DISTRICT

JOB DESCRIPTION

JOB TITLE: Administrative Assistant - Early Childhood Center Operations

CLASSIFICATION: Hourly, Part-Time

REPORTS TO: Executive Director of Early Childhood

SUPERVISES: Not applicable

DEADLINE FOR APPLICATIONS:
All candidates must apply online at

TERMS:
This position is a 260 total paid days position at 4 hours per day. Retirement through the Office of Retirement Services (Pension Plus or Defined Contribution).

SALARY RANGE:
This position is on the nonunion, hourly scale, $ per hour.

GENERAL JOB FUNCTION:

Employees in this classification perform general office duties such as data input, computer word processing, filing, operating typical office machines, answering telephones and mailing correspondence. Depending upon departmental assignment, specific functions may differ somewhat from assistant to assistant, but general functions are similar.

ESSENTIAL JOB FUNCTIONS:

1. Collect and maintain accurate child data for MSDS reporting, utilizing Powerschool and ChildPlus databases.

2. Assists in the child enrollment process.

3. Assumes responsibility for typical administrative assistant duties including phone and reception functions, word processing, data entry and spreadsheet creation, correspondence composition and distribution, mail distribution, office machine operation.

4. Provides a range of direct assistance to the assigned staff.

5. Makes arrangements for meetings, workshops, professional development sessions, staff travel.

6. Processes mileage claims and inputs timely payroll uploads for hourly center-based staff.

7. Coordinates monthly policy council meetings including food and room reservations, parent reimbursements, etc.

8. Accepts responsibility for the coordination and facilitation of assigned special projects.

9. Generates purchase orders, invoices, meeting minutes, budget reviews, departmental reports and correspondence, and other assigned materials.

10. Accepts responsibility for maintaining necessary rules of confidentiality.

11. Upholds Head Start Code of Conduct.

12. Uses a variety of electronic data gathering and reporting systems required by the State of Michigan and/or the MAISD.

MINIMUM QUALIFICATIONS:

1. Possession of a high school diploma or its equivalent.

2. Possession of excellent communication and customer service skills.

3. Demonstrated proficiency with a variety of word processing, desktop publishing, and data entry systems.

4. Possession of excellent organizational, time management and interpersonal skills.

5. An ability to prioritize and address multiple tasks and responsibilities.

PREFERRED QUALIFICATIONS:

1. Ability to work both in a team setting and independently.

2. Experience working in early childhood office or classroom environment.

3. Knowledge of Powerschool and ChildPlus database system.

PREFERRED COMPETENCIES: A MAISD Organizational Support Employee Skillfully Demonstrates...

Understanding the Organization:

• Business Insight: Keeps up with current and possible future policies, practices, and trends within the MAISD and public education
• Customer Focus: Builds and delivers solutions that meet customer expectations
• Financial Acumen: Understands the meaning and implications of key financial indicators

Making Complex Decisions:

• Thoroughly weighs the risks and benefits of different solution options in a timely manner
• Actively seeks input from pertinent sources to make timely and well-informed decisions (separates opinions from facts)
• Considers ethical factors and impact on all stakeholders in the decision-making process

Taking Initiative:

• Quickly and decisively takes action in fast-changing, difficult, and unpredictable situations
• Actively seeks and secures unique resources
• Continuously seeking to improve processes and procedures

Building Collaborative Relationships:

• Proactively develops relationships with a wide variety of people
• Anticipates conflict but finds common ground and ensures that all feel heard in high tension situations

Being Authentic:

• Keeps confidences

Being Flexible and Adaptable:

• Adapts style to fit the specific needs of others
• Serves as a source of confidence in high-stress situations

NOTABLE PHYSICAL REQUIREMENTS:

Occasional light to moderate lifting may be required. Normal office environment.

TYPICAL WORK ENVIRONMENT:

Most work is done in a typical office environment. Occasional errands and other assignments may be required in other building areas or elsewhere in the community.

EVALUATION:

Employees in this classification are evaluated prior to the completion of probationary status and according to Board policy and guidelines thereafter.

OPPORTUNITY FOR ADVANCEMENT:

Employees in this position have the ability to apply for available departmental administrative assistant positions within the organization. Performance evaluations are strongly considered, when such promotional opportunities exist.

WORK LOCATION(S):

MAISD South-Early Childhood

TRAVEL/OVERTIME EXPECTATIONS:

Travel is normally confined to occasional errands in the community. Overtime is relatively rare and at the discretion of the employer.

PAY STRUCTURE:

Commensurate with the MAISD Early Childhood Center pay and benefit scale.

It is the policy of the Muskegon Area Intermediate School District that no staff member, candidate for employment, program participant, or recipient of services shall experience discrimination on the basis of race, color, national origin, sex (including sexual orientation or transgender identity) disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category (collectively "Protected Classes"), in its programs and activities, including employment opportunities. Inquiries related to issues of discrimination on the basis of disability should be directed to the Director for Special Education at All other discrimination inquiries or requests for special accommodations to participate in a program, event, or activity should be directed to the Associate Superintendent for Human Services