Evening Administrative Assistant Temporary Contract

POSITION DESCRIPTION

Title: Evening Administrative Assistant (Adult Ed Wyoming Campus)

Classification: Temporary Agreement

Schedule: MondayWednesday evenings during the school year 4:30 pm until 9:00 pm for a total of 13.5 hours per week. The hourly rate of $18.00 per hour.

Reports to: Director of Adult Education

Evaluated by: Director of Adult Education

BROAD STATEMENT OF RESPONSIBILITIES:

The Adult Ed Evening Administrative Assistant will ensure a positive programmatic experience for adult learners during night classes through various administrative interactions including but not limited to routine and advanced secretarial clerical and administrative duties internal/external communications registration and more to assure efficient and effective operation of the office and a positive impact on the provision of educational services.

GENERAL DUTIES AND RESPONSIBILITIES:

1. Performs standard and advanced secretarial and clerical duties for supervisor(s) including word processing (MS Word Google docs) and other computer (MAERS database) operations; typing; originating editing proofing and transcribing correspondence minutes reports notices recommendations and other materials; administers matters generally routine in nature to conserve supervisor(s) time.
2. Coordinates and maintains appointment schedules calendars of activities/workshops/conferences and other functions related to department and supervisor(s).
3. Gathers and compiles data needed for preparing internal/external reports; prepares such local state and federal reports and grants as directed. Prepares attendance sheets memoranda handouts and other correspondence for Adult Education program staff.
4. Performs varied secretarial/clerical duties requiring knowledge of departmental and organizational policies and procedures dealing with area of responsibility. This includes but is not limited to ordering textbooks or other supplies compiling annual authorization forms typing and photocopying contracts grants or class materials and assisting with tracking of expenditures versus the budget.
5. Establishes and maintains confidential files and organizational/departmental records in manual and computerized modes. Prepares weekly payroll worksheets for parttime employees or extra duty pay in coordination with the Director of Adult Ed site supervisor or designee and forwards to the Kent ISD business office.
6. Initiates responds to and routes telephone calls; screens and routes incoming mail publications and other materials; initiates and responds to routine and nonroutine inquiries; resolves problems and refers questions with policy and procedure implications to supervisor(s).
7. Assists in the coordination of local regional and national staff development programs including promotion registration facilities food service speaker/presents arrangements vouchers handout materials and supplies and evaluation.
8. Maintains departmental supplies/forms inventory and reorders as necessary. Distributes supplies as necessary.
9. Performs basic accounting/bookkeeping functions required in the position. Monitors records and verifies with instructors adult student attendance.
10. Provides positive public relations to callers/visitors; makes arrangements for visitors comfort.
11. Participates in staff development programs to improve personal job skills and performance.
12. Participates in the registration and enrollment of students and helps them find answers to their questions including CASAS Testing as needed. Assists with class scheduling.
13. Arranges for substitute teachers; contacts students at times of class cancellations and/or makeups. Supports substitute teachers upon their arrival to ensure their success and a pleasant student experience.
14. Engage in other duties/tasks as assigned by the Director of Adult Ed or other Kent ISD Administration.

KNOWLEDGE SKILLS & ABILITIES REQUIRED:

1. High school graduate plus minimum three 3 years experience in secretarial or related field preferably in the educational environment; requires proven expertise in secretarial and administrative functions including word processing/computer skills.
2. Demonstrated ability to effectively work with students families staff and other stakeholders from diverse backgrounds. Demonstrated understanding of crosscultural competencies.
3. Strong communication/interpersonal skills to effectively interact with students staff community partners a courteous and cooperative manner. Bilingual (English/Spanish) abilities preferred.
4. Ability to concentrate and pay close attention; also ability to organize prioritize and work independently and cooperatively as well as schedule and produce work in a timely manner and meet deadlines.
5. Ability to read comprehend and transmit complicated and detailed instructions in order to plan and perform job duties.
6. Broad knowledge of organizational operations and policy.
7. High level of interpersonal skills such as discretion integrity and flexbility to interact effectively with students staff administrators community partners and the general public.
8. Excellent computer skills: Must be able to work efficiently and effectively within Microsoft Office Suite PowerSchool Google products and must be able to learn webbased applications related to the Launch U program and Kent ISD.
9. Willingly flexible to assist where needed to support the efficient functioning of Adult Education programming including flexible scheduling as needed.

The above is intended to describe the general content of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of duties responsibilities or requirements.

Benefits: State of Michigan retirement plan

Posting Dates: Open Until Filled
Distribution: Internal & External
To Apply: Kent Intermediate School District manages employment applications online. No hardcopy applications/resumes will be accepted for this position.

• Applications must be completed online
• Please note due to the large number of applications we are unable to attend to email or telephone inquiries on application status.

The final candidate for this position will be required (at their cost) to furnish Kent Intermediate School District with a current Michigan State Police and FBI criminal records LiveScan check prior to our recommendation to hire.

It is the policy of the Kent ISD School Board that no student staff member or candidate for any position in the District shall be discriminated against on the basis of race color national origin creed ancestry age gender/sex sexual orientation marital status height weight veteran status political belief or physical/mental disability which does not impair their ability to perform adequately in the individuals particular position or activity excluded from participation in denied the benefit of or to be subjected to discrimination in any program or activity for which the Kent ISD School Board is responsible for or receives financial assistance from the U.S. Department of Education. The Coordinator for Title IX Section 504 the Age Discrimination Act and Title II is: Dave Rodgers Assistant Superintendent of Human Resources