What are the responsibilities and job description for the Executive Administrative Assistant (Early Childhood / K-12 Instruction) position at Saginaw Area Consortium?

Position Type :

Administration / Administrative Assistant

Date Posted : 1 / 28 / 2025

Location :

Administration Building

Date Available : 2024-25 School Year

Closing Date : Until Filled

District :

Saginaw Public Schools JOB TITLE : Executive Administrative Assistant (Early Childhood / K-12 Instruction)

DEPARTMENT / BUILDING : Early Childhood, Elementary Curriculum, and Secondary Curriculum

REPORTS TO : Assistant Superintendent, Elementary Curriculum Instruction, Early Childhood, and Secondary Curriculum

GENERAL SUMMARY :

Saginaw Public Schools Executive Administrative Assistant is responsible for assisting the Assistant Superintendent, Elementary Curriculum / Instruction and Early Childhood and Secondary Curriculum, as well as the Instructional Division, in facilitating a smooth and efficient divisional operation for the future career success of all of our students.

DISTRICT-WIDE PERFORMANCE STANDARDS :

The School District of the City of Saginaw, in partnership with parents, students, businesses and the community, are committed to and responsible for ensuring the highest level of academic achievement and career planning for all students, the highest performing organizational structure at all levels, and a safe and effective learning environment for all students.

KNOWLEDGE, SKILLS AND ABILITIES :

Knowledge of grammar, spelling and business correspondence
Knowledge in the use of general business office equipment
Knowledge and familiarization in the areas of curriculum and instruction preferred.
Knowledge of the software used to generate and maintain correspondence, reports and other documents on behalf of the Deputy Superintendent
Knowledge of organizational operations, policies, procedures and practices
Skilled typist - 75 wpm
Skilled in the use of computers with proficiency in software and hardware
Ability to compile data and reports
Ability to exercise excellent communication / interpersonal skills that required to interact effectively with administrators, Board members, representatives from constituent district's and the public
Ability to organize, prioritize and work independently, as well as schedule and produce work in a timely manner
Ability to concentrate and pay close attention to detail
Ability to comprehend and transmit complicated and detailed instructions
Ability to operate effectively in an environment requiring handling of confidential / sensitive information
Ability to be flexible and versatile
Ability to take dictation
Ability to exercise excellent telephone skills
Ability to work in a multi-cultural, urban setting and develop a rapport with students, staff, parents and the school community

Physical Demands - While performing the duties of this job, the employee is frequently required to sit, stand and / or walk, may be required to lift up to 30 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

DUTIES AND RESPONSIBILITIES :

Must handle all matters confidentially and with the utmost discretion

Plan, organize and coordinate all details required for a wide range of meetings and conferences for the Instructional Division and the directors within the division

Maintain a schedule of appointments; furnish Director with appropriate materials for specific meetings in a timely manner, maintain a record of all such meetings / appointments

Payroll for all elementary principals & Prek Support Staff

Payroll for all director in the Instructional Division

Correspondence to all K-12 Principals

Principal Evaluations - type and dissemination

Schedule substitute administrators as needed

Receive, screen and direct all incoming calls and mail

Handle inquiries from staff and other sources; refer to appropriate personnel as necessary

Responsible for taking minutes (and dissemination) of all regularly scheduled meetings, advisory boards and other meetings as assigned

Responsible for taking minutes (and dissemination) at other meetings, as necessary

Function as office manager for the Instructional Division; order and maintain office supplies, as needed

Provide a positive first impression for visitors and arrange for their comfort

Maintain the division's filing system

Work closely & have knowledge of the district's Board Policies review / adoption

Work closely with all Executive Staff members and support staff

Maintain a good working relationship with all Board Members

Perform other general office duties to facilitate smooth office operations; work cooperatively with other staff and agencies, including the ISD, Michigan Department of Education, Health Delivery, Inc., GSRP, Midland ESA, Head Start, Boys and Girls Club, ETC, as well as various district vendors and consultants (i.e., Scholastic, Fastt ForWord, PLATO, Grape Seed, TSGold, etc.)

Obtain, gather and organize pertinent data and assemble into usable form

Responsible for arranging all details related to conference attendance by the Director as well as our other directors, principals, and teachers throughout the district.

Work closely with the Elementary Compensatory Education Program (including K-12 buildings)

Work closely with the Coaching Staff in terms of Textbook Adoptions, Textbook orders, contact textbook vendors for follow-up, as needed

Record all Summer PD for PreK-12 teachers in our district

Assist with the processing of Title IIA, 31A leave forms, check requests, etc

Assist with the contracts and personnel requisitions for PreK-12 Summer School Programs

Assist District personnel with the Title III Assessment, as needed

Payroll for the PreK-12 Summer School Program Staff

Responsible for greeting and screening all general education parent concerns - either in person or via the telephone, set up parent meetings as necessary

LEA Planning Committee : Correspondence, payroll, and schedules meetings, as needed

KEYS Assessment

Assist in coordinating yearly activities for the Elementary Division, such as the Saginaw Downtown Lions Club Christmas Party and the Saginaw County Pearle Vision's "Gift of Sight" program

Work closely with district consultants; prepare contracts

Assist the Director to ensure that the implementation of the States Core Content Standards and Benchmarks are fully implemented by district teachers and administrators in grades PK-12

Assist as needed with the Instructional Curriculum Committee

Assist the Office of the Superintendent in the absence of the Superintendent's Executive Assistant, as needed

Perform other duties as assigned

EDUCATION AND / OR EXPERIENCE :

Bachelor's degree preferred

High school graduate or equivalent

Minimum of five (5) years experience in secretarial or related field, preferably in an educational environment

High level of experience in discretion, integrity, technology, including secretarial and administrative functions and Microsoft Office skills

Preceding data are intended to convey information essential to making fair pay decisions about the job, and are not exhaustive lists of the skills, efforts, duties, responsibilities or working conditions associated with it.

All applicants must apply on-line to be considered. Upload Cover Letter, Resume and College Transcripts .

Saginaw Public Schools is an Equal Opportunity Employer. It is our policy not to discriminate on the basis of race, color, national origin, gender / sex, age, disability, height, weight, marital status, or lack of English language speaking skills, in its programs.

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