Department Secretary

Austin Community College; Grand Rapids (MI); On-site; USD 35,000 - 50,000; Full time

Job summary

Grand Rapids Public Schools is seeking a Head Secretary to provide clerical support to building administrators and ensure smooth operation of the school office.

The role encompasses payroll, attendance, records, budgeting coordination, scheduling, and communications, with emphasis on confidentiality, punctuality, and teamwork within a school setting.

Qualifications

• High School diploma or equivalent.
• One year of successful previous secretarial experience.
• Successful completion of secretarial testing in intermediate Word, Excel, grammar.
• Excellent communication skills (verbal, written and interpersonal).
• Demonstrated experience working with computers. Working knowledge of Windows based programs (word processing & spreadsheets).
• Working knowledge of the district's e-mail, payroll and financial systems, student records, and substitute system.
• Demonstrated excellent bookkeeping and financial records management skills.
• Demonstrated effective office organizational and time management skills.
• Demonstrated ability to work independently, adapt to changes in work priorities, procedures.
• Demonstrated ability to communicate effectively both orally and in writing.
• Demonstrated excellent attendance and punctuality.
• Demonstrated ability to work in a diverse environment.
• Demonstrated leadership in working with staff and students.
• Demonstrated ability to participate as a member of the team.
• Demonstrated ability to handle confidential matters.
• Demonstrated ability to adapt to changes in work priorities, procedures, etc.
• Demonstrated ability to develop and promote good community relations among various community and school clientele.

Responsibilities

• Assist the building administrator with implementing work rules and daily routines.
• Act as a liaison between clerical and managerial staff.
• Guide the work of other clerical staff to ensure work efficiency.
• Plan and adjust the assignments of clerical staff to cover unexpected absences and work assignments.
• Respond to customer complaints.
• Assist the building administrator with various tasks including message handling, written communications, answering voicemail, filing, payroll, scheduling appointments and reporting.
• Maintain records and prepare reports.
• Monitor and coordinate the site-based budget and accounting process, ordering, inventory and distribution of supplies, purchasing of materials, purchasing card ordering and reconciliation.
• Assure proper collection and securing of funds collected in the school.
• Maintain the building calendar, including building use requests and coordinate with appropriate personnel.
• Ensure all office equipment is in working condition.
• Maintain the computerized student information system and be willing to train others on computer applications for school use.
• Assist with coordinating the recording of all student daily attendance.
• Assist the principal with implementing the student enrollment process.
• Work with nursing staff in distribution of medication and health screening.
• Regular secretarial duties for building administration, including mail and communications.
• Issuing building keys.
• Assist in preparation for all audits.
• Collection of all monies owed to the school.
• Assist principals with TR student suspension.
• Prepare for school opening and closing with the principal.
• Prepare and coordinate the monthly school calendar and newsletter.
• Assist with completion of all necessary reporting.
• Interact with co-workers, administration, students, parents and the community in positive, supportive and cooperative ways.
• Maintains school budget at the discretion of the Principal.
• In-person and on-time attendance is mandatory.
• Performs other duties as assigned.

Skills

Excellent communication skills

Windows-based programs

Time management

Office organization

Team collaboration

Confidential matters

Education

High School diploma or equivalent

Secretarial testing (intermediate Word, Excel, grammar)

Tools

Word processing

Spreadsheets

Payroll systems

Student records system

Substitute system

Job description

SUMMARY OF POSITION:

The Head Secretary is responsible for providing clerical support to the building administrators to insure the efficient operation of the school office.

ESSENTIAL JOB FUNCTIONS

Essential functions under the Americans with Disabilities Act may include any of the following duties, knowledge and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular on time and in person attendance is an essential function of this job. Other essential functions may include, but are not limited to the following:

JOB FUNCTIONS:

• Responsible for assisting the building administrator with implementing work rules and daily routines
• Responsible for acting as a liaison between clerical and managerial staff
• Responsible for guiding the work of other clerical staff to ensure work efficiency
• Plan and adjust the assignments of clerical staff to cover unexpected absences and work assignments
• Responsible for responding to customer complaints
• Assist the building administrator with various tasks including message handling, written communications, answering voicemail, filing, payroll, scheduling appointments and reporting
• Responsible for building payroll, recording staff attendance and work with appropriate personnel to coordinate substitute staff
• Maintain records and prepare reports
• Responsible for monitoring and coordinating the site-based budget and accounting process, ordering, inventory and distribution of supplies, purchasing of materials, purchasing card ordering and reconciliation.
• Responsible for assuring proper collection and securing of funds collected in the school
• Responsible for maintaining the building calendar, including building use requests and coordinate with appropriate personnel
• Responsible for assuring all office equipment is in working condition
• Responsible for the accurate maintenance of the computerized student information system and be willing to train others on computer applications for school use
• Responsible for assisting with the coordination of the recording all student daily attendance
• Responsible for assisting the principal with implementing the student enrollment process
• Responsible for working with the nursing staff in the distribution of medication and health screening
• Responsible for regular secretarial duties for the building administration, including mail, communications, etc.
• Responsible for issuing building keys
• Responsible for assisting in the preparation for all audits
• Responsible for the collection of all monies owed to the school
• Responsible for assisting the principals with TR student suspension
• Responsible for preparing for school opening and closing with the principal
• Responsible for preparing and coordinating the monthly school calendar and newsletter
• Responsible for assisting with the completion of all necessary and required reporting
• Interact with co-workers, administration, students, parents and the community in positive, supportive and cooperative ways
• Maintains school budget at the discretion of the Principal
• In-person and on-time attendance is mandatory
• Performs other duties as assigned

This description describes the type and level of work performed by a person assigned to this position. It is not an exhaustive list of all duties and responsibilities required in the position.

REQUIRED QUALIFICATIONS:

• High School diploma or equivalent
• One year of successful previous secretarial experience.
• Successful completion of secretarial testing in the areas of intermediate word, excel, basic math, grammar, and language arts
• Excellent communication skills (verbal, written and interpersonal)
• Demonstrated experience working with computers. Working knowledge of Windows based programs (word processing & spreadsheets)
• Working knowledge of the district's e-mail, payroll and financial systems, student records, and substitute system
• Demonstrated excellent bookkeeping and financial records management skills
• Demonstrated effective office organizational and time management skills
• Demonstrated ability to work independently, adapt to changes in work priorities, procedures
• Demonstrated ability to communicate effectively both orally and in writing
• Demonstrated excellent attendance and punctuality
• Demonstrated ability to work in a diverse environment
• Demonstrated leadership in working with staff and students
• Demonstrated ability to participate as a member of the team
• Demonstrated ability to handle confidential matters
• Demonstrated ability to adapt to changes in work priorities, procedures, etc.
• Demonstrated ability to develop and promote good community relations among various community and school clientele

PREFERRED QUALIFICATIONS:

• Working knowledge of the school system
• Familiarity with BOE policies and procedures

ADA REQUIREMENTS:

The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, talk, hear (in a quiet or noisy environment). The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust/focus.

WORK ENVIRONMENT:

The noise level in the work environment is usually loud to moderate.

MENTAL FUNCTIONS:

While performing the duties of this job, the employee is required to compare, analyze, communicate both orally and in writing, copy, coordinate, instruct, compute, synthesize, evaluate, use interpersonal skills, compile and negotiate.

METHOD OF APPLICATION:

Grand Rapids Public Schools manages employment applications online. Applications must be completed online at https://grps.tedk12.com/hire. No hardcopy applications/resumes will be accepted for this position. Computer terminals are available in the GRPS Franklin Campus lobby from 8:00am – 4:00pm, Monday-Friday, for applicant use (Monday – Thursday during the summer).

Non-Discrimination

The Grand Rapids Public Schools will not discriminate against any person based on race, sex, sexual orientation, gender, gender identity and expression, height, weight, color, religion, national origin, age, marital status, pregnancy, disability, veteran, or military status.

Americans with Disabilities Act accommodations:

Assistance with the application process may be requested through the Human Resources Department at 616 819-2022 or [e-mail]