Administrative Secretary Level II

Sylvania; Saginaw (MI); On-site; USD 42,000 - 60,000; Full time

Job summary

Saginaw Township Community Schools is seeking an Administrative Secretary, Level II in the Community Education Department/Central Office to support the Director of Community Education and central office operations. This role handles clerical tasks, registrations, records, payroll documentation, and customer service for students, families, staff, and the community.

The position emphasizes confidentiality, organization, and the ability to manage multiple priorities while delivering professional

Qualifications

• High School diploma or GED required.
• Associate's degree or higher in Business, Office Administration, or related field preferred.

Responsibilities

• Provide administrative support to the Director of Community Education and Central Office.
• Answer calls, greet visitors, respond to inquiries regarding programs and services.
• Coordinate registrations, maintain participant records, and manage payments.
• Prepare reports for the Board, state agencies, and grant programs.
• Maintain confidential employee and participant records.
• Assist with calendars, meetings, and communications across departments.
• Support district events, professional development, and audits.

Skills

Interpersonal skills

Customer service

Organizational skills

Confidentiality

Communication skills

Teamwork

Project completion

Microsoft Office

Google Workspace

Student information systems

Data entry

Keyboarding

Learning new software

Education

High School diploma or GED

Associate's degree or higher in Business/Office Administration

Tools

Microsoft Office Suite

Google Workspace

Skyward / student information systems

Job description

Administrative Secretary, Level

Community Education Department/Central Office

Saginaw Township Community Schools

District Overview

Saginaw Township Community Schools is located in a multi-cultural and vibrant community in mid-Michigan. We are proud to have National School to Watch and Blue Ribbon Award-winning schools dedicated to academic excellence, student success, and strong community partnerships.

Position Overview

The Administrative Secretary, Level II – Community Education Department/Central Office serves as the administrative assistant to the Director of Community Education while providing clerical and administrative support to Central Office operations as assigned. This position serves as the primary point of contact for Community Education programs and activities, while assisting with district-wide administrative functions, customer service, financial processing, program registration, and record maintenance.

This position requires exceptional organizational skills, professionalism, confidentiality, and the ability to manage multiple priorities while providing outstanding customer service to students, parents, staff, and community members.

Examples of Duties

Duties may include, but are not necessarily limited to:

Community Education Department Support

• Serve as the primary administrative support for the Director of Community Education.
• Provide excellent customer service to students, parents, staff, instructors, and community members.
• Answer telephone calls, greet visitors, and respond to inquiries regarding Community Education programs and services.
• Coordinate registrations for Community Education classes, enrichment programs, camps, athletics, facility rentals, and special events.
• Maintain accurate participant records and databases.
• Coordinate payroll documentation.
• Assist with scheduling classes, facilities, instructors, and special events.
• Process facility rental requests and maintain facility usage schedules.
• Collect and reconcile program fees and prepare financial reports as directed.
• Process purchase orders, invoices, reimbursements, and departmental budget documentation.
• Assist with preparing reports for the Board of Education, state agencies, and grant programs.
• Maintain confidential employee and participant records.
• Assist with planning and coordinating Community Education events and activities.
• Maintain department calendars and schedule appointments and meetings.
• Order office, instructional, and event supplies.
• Assist with social media updates, website information, and program communications.
• Perform additional duties as assigned by the Director of Community Education.

General Central Office Support

• Assist with incoming telephone calls and reception responsibilities.
• Provide general district information to staff, parents, and community members.
• Prepare correspondence, agendas, reports, meeting materials, presentations, and other complex documents.
• Maintain confidential employee and departmental records.
• File and process electronic and hard-copy documents.
• Assist with scheduling meetings and maintaining department calendars.
• Process purchase orders and invoices.
• Assist with district-wide projects as assigned.
• Support annual district events, registrations, and professional development activities.
• Attend professional development opportunities to improve job knowledge and skills.
• Perform other duties as assigned.

Administrative Support

• Assist with payroll documentation, timesheets, and attendance records.
• Coordinate mailings and departmental communications.
• Maintain filing systems in accordance with district record retention policies.
• Assist with audit preparation and records management.
• Maintain confidentiality of personnel, student, and financial information.
• Conduct volunteer background checks.

Minimum Qualifications

• Daily in-person attendance is required.
• High School diploma or GED required.
• Associate's degree or higher in Business, Office Administration, or related field preferred.
• Experience in office administration or secretarial support preferred.
• Excellent interpersonal and customer service skills.
• Strong organizational skills with the ability to prioritize multiple tasks.
• Ability to maintain strict confidentiality.
• Positive attitude and professional demeanor when working with students, parents, staff, and community members.
• Ability to work independently and collaboratively within a team environment.
• Demonstrated ability to complete projects accurately and efficiently.
• Advanced skills in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with Google Workspace preferred.
• Experience with Skyward or other student information systems preferred.
• Excellent written and verbal communication skills.
• Strong grammar, spelling, keyboarding, and data entry skills.
• Ability to learn new software and technology applications.

Mental/Physical Requirements

• Maintain emotional control under stress.
• Exercise sound judgment, tact, diplomacy, and professionalism.
• Work effectively despite frequent interruptions.
• Perform repetitive hand motions.
• Prolonged computer usage.
• Occasional lifting or moving of materials up to 25 pounds.
• Vision sufficient for reading printed and electronic documents.
• Ability to sit, stand, walk, bend, stoop, kneel, and reach throughout the workday.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

Primarily an indoor office environment located within the Central Office. The position regularly interacts with district staff, students, families, community members, instructors, vendors, and outside agencies while supporting Community Education programs and district initiatives.

Hours/Pay

• Full calendar-year position (260–261 work days)
• Monday through Friday
• Eight-hour workday including a 30-minute unpaid lunch (37.5 paid hours per week)
• Salary and benefits pursuant to the collective bargaining agreement between Saginaw Township Community Schools and the Saginaw Township Support Staff Association (STSSA).
• Educational stipend of $0.80 per hour for employees with an Associate's degree or at least 60 college semester credit hours (official transcripts required).
• Medical, dental, vision, life insurance, and participation in the Michigan Public School Employees Retirement System (MPSERS) available in accordance with the collective bargaining agreement.

Physical Requirements

Ability to perform the essential physical functions of the position, which may include bending, twisting, reaching, pushing or pulling, lifting and carrying materials or equipment up to approximately 40 pounds, and standing or walking for extended periods of time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Pursuant to Public Act 68 of 1993 and Public Act 83 of 1995, selected new employees shall submit to fingerprints and a criminal background check at the employee's expense.

It is the policy of the Board of Education that the District will not discriminate against any applicant or employee based on sex, age, race, color, national origin, religion, height, weight, marital status, handicap or disability. The District shall comply with all applicable federal and state laws and regulations prohibiting discrimination including, but not limited to, Titles VI and VII of the Civil Rights Act of 1964, 42 U.S.C. §§ 2000d. et seq.; and 42 U.S.C. §§ 2000e, et seq.;the Americans with Disabilities Act of 1990, 42 U.S.C. §§ 1210, et seq.;the Handicappers' Civil Rights Act, MCL §§ 37.1101, et seq.; and the Elliott-Larsen Civil Rights Act, MCL §§ 37.2101, et seq.; Age Discrimination in Employment Act (ADEA), 29U.S.C. §§ 621, et seq. Inquiries or complaints by applicants or employees related to discrimination should be directed to:

Director of Human Resources and Labor Relations

Saginaw Township Community Schools

3465 N. Center Road, P.O. Box 6278

Saginaw, MI 48608

TELEPHONE: [phone]

www.stcs.org