Evening Administrative Assistant (Temporary Contract)

POSITION DESCRIPTION

Title: Evening Administrative Assistant (Adult Ed – Wyoming Campus)

Classification: Temporary Agreement

Schedule: Monday-Wednesday 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:

• 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.
• Coordinates and maintains appointment schedules, calendars of activities/workshops/conferences and other functions related to department and supervisor(s).
• 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.
• 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.
• Establishes and maintains confidential files and organizational/departmental records in manual and computerized modes. Prepares weekly payroll worksheets for part-time 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.
• Initiates, responds to and routes telephone calls; screens and routes incoming mail, publications and other materials; initiates and responds to routine and non-routine inquiries; resolves problems and refers questions with policy and procedure implications to supervisor(s).
• Assists in the coordination of local, regional, and national staff development programs including promotion, registration, facilities, food service, speaker/present’s arrangements, vouchers, handout materials and supplies and evaluation.
• Maintains departmental supplies/forms inventory and reorders as necessary. Distributes supplies, as necessary.
• Performs basic accounting/bookkeeping functions required in the position. Monitors, records, and verifies with instructors adult student attendance.
• Provides positive public relations to callers/visitors; makes arrangements for visitors’ comfort.
• Participates in staff development programs to improve personal job skills and performance.
• 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.
• Arranges for substitute teachers; contacts students at times of class cancellations and/or make-ups. Supports substitute teachers upon their arrival to ensure their success and a pleasant student experience.
• Engage in other duties/tasks as assigned by the Director of Adult Ed or other Kent ISD Administration.

KNOWLEDGE, SKILLS, & ABILITIES REQUIRED:

• 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.
• Demonstrated ability to effectively work with students, families, staff, and other stakeholders from diverse backgrounds. Demonstrated understanding of cross-cultural competencies.
• Strong communication/interpersonal skills to effectively interact with students, staff, community partners, etc.in a courteous and cooperative manner. Bilingual (English/Spanish) abilities preferred.
• 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.
• Ability to read, comprehend, and transmit complicated and detailed instructions in order to plan and perform job duties.
• Broad knowledge of organizational operations and policy.
• High level of interpersonal skills such as discretion, integrity and flexbility to interact effectively with students, staff, administrators, community partners, and the general public.
• Excellent computer skills: Must be able to work efficiently and effectively within Microsoft Office Suite, PowerSchool, Google products, and must be able to learn web-based applications related to the Launch U program and Kent ISD.
• 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 e-mail 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 individual's 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