Superintendent Secretary

TrulyHired; Grandville (MI); On-site; USD 40,000 - 52,000; Full time

Job summary

Grandville Public Schools seeks a Superintendent Secretary to provide high-level administrative support to the Superintendent. The role involves coordinating Board of Education agendas, managing calendars, handling confidential communications, and assisting with district procedures and reports.

The position requires strong organizational skills, excellent written and verbal communication, and the ability to multitask in a fast-paced educational environment.

Qualifications

• Bachelor's degree preferred.
• Minimum of five (5) years' experience in an administrative support role.
• Preference for work in a school environment.

Responsibilities

• Assist the Superintendent with administrative matters and apply established policies.
• Coordinate Board of Education agenda content, format, and documentation; attend meetings and prepare minutes.
• Maintain confidential files and respond to inquiries for the Superintendent and district staff.
• Manage the Superintendent's calendar and coordinate meetings with internal and external stakeholders.
• Handle communications, correspondence, and follow up on action items to ensure timely responses.

Skills

Communication

Oral & Written Communication

Multi-tasking

Team collaboration

Office administration

Education

Bachelor's degree

Administrative support experience

Tools

Microsoft Office

Microsoft Publisher

Financial/purchasing software

Job description

Job Description

Superintendent Secretary

Administration Building

Full Year Position - 8 hours/day

SUMMARY: The Administrative Assistant position performs highly responsible and complex secretarial and administrative assistant duties. This position exercises independent judgment in assisting the Superintendent in administrative details requiring considerable knowledge, use and interpretation of District policies and procedures and effective communication with internal and external customers.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assists the Superintendent with administrative matters exercising considerable judgment and applying experience in making decisions. Provides information in accordance with established procedures and policies, and refers problems requiring technical answers to appropriate administrators.
• Coordinates preparation of the Board of Education agenda including assuring proper content, format, order and supporting documentation. Confers with submitting departments as needed, regarding revisions and corrections and incorporates materials into resolution form for presentation to the Board. Attends Board meetings and oversees and coordinates the preparation of official minutes of Board meetings. Maintains confidential files and records related to Board of Education actions including official record of the minutes. Interfaces with others concerning items that are needed after Board of Education approval and makes required copies of agenda attachments.
• Provides assistance to the Board of Education, as needed, including researching policy questions and coordination of Board requests and activities. Maintains subject indexes of Board actions for historical and reference purposes. Maintains other records required by policy, regulations or law.
• Communicates with Board of Education members, District and other school administrators concerning Board of Education meetings, official functions, meetings and any other pertinent information.
• Maintains Superintendent's calendar. Arranges for meetings of the Superintendent with various groups, both within and outside of the District.
• Oversees and manages incoming telephone calls including answering questions, referring to appropriate staff members and scheduling appointments with the Superintendent. Receives and resolves complaints as appropriate or refers matters to proper personnel.
• Screens and routes the Superintendent's incoming correspondence. Follows up to assure prompt response or action and consults as necessary with other administrators.
• Keeps the Superintendent informed of potential problems or unusual events.
• Receives and reviews incoming correspondence, reports, materials and communications. Independently prepares replies to inquiries not requiring attention of the Superintendent and routes correspondence requiring special attention to appropriate personnel. Reviews and edits materials prepared by others.
• Remains current concerning issues, situations and conditions of special interest to the Superintendent and Board members.
• Maintains effective working relationship with Board of Education members, District and school personnel, parents, media representatives and the general public.
• Processes conference envelopes and purchase orders for Superintendent and Board members. Assists with budget preparation and tracking and orders office supplies for Superintendent.
• Conducts research of problems and situations, consulting with involved staff members, investigating policies and procedures and gathering background materials. Prepares reports involving research as directed for use by the Superintendent.
• Manages pre-enrollment for K-6 students within PowerSchool.
• Manages Section 6 and School of Choice for incoming students.
• Performs a variety of general secretarial duties including sorting and routing mail; receiving and referring telephone calls. Operates computer, copier and other equipment as required.
• Consults with District personnel and others concerning specific issues and situations.
• Researches records and obtains information from other offices and agencies as necessary to perform assigned duties.
• Exercises discretion in disseminating information, explaining policies and procedures and speaking as directed for the Superintendent.
• Develops an extensive knowledge of the organization and program under the Superintendent's jurisdiction.
• Attends and participates in a variety of administrative meetings.
• Manages special projects as assigned by the Superintendent.
• Maintains all records in compliance with state and federal guidelines and District policies.
• Supports a team-based approach to problem solving.
• Performs such other tasks as may from time to time be assigned by the supervisor.
• Maintains regular predictable attendance.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Alternative requirements that may be appropriate and acceptable to the Board of Education may be considered. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• Bachelor's degree preferred.
• Minimum of five (5) year's experience in an administrative support role required, with preference for work in a school environment.
• Interest in being part of a learning organization and committed to helping students with improvement and instructional issues desired.

LANGUAGE SKILLS

• Ability to work effectively and collaboratively with other departments, agencies and individuals.
• Ability to read and interpret documents such as grants, journal articles, governmental forms and handbooks and be able to follow instructions.
• Ability to express self clearly, both orally and in writing.
• Excellent telephone presence.

TECHNICAL SKILLS

• Ability to use a personal computer (PC) in a networked environment to utilize the Internet and other electronic communication mechanisms such as email conferencing.
• Knowledge of productivity applications such as Microsoft Office (word processing, spreadsheets, database and presentation software) is required.
• Experienced with publishing tools such as Microsoft Publisher desired.
• Previous experience with financial and/or purchasing electronic applications.
• Ability to multi-task and meet deadlines.
• Ability to organize, prioritize and work independently, as well as cooperatively with diverse groups.
• Attention to detail and ability to edit documents to ensure error free communication.

REASONING ABILITY

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Exhibit high level of professionalism with the ability to handle confidential information, use good judgment, plan and handle complex projects and maintain a flexible attitude.
• Ability to work under pressure.
• Ability to see the task through to a successful conclusion.

INTERPERSONAL SKILLS

• Possess excellent customer service and communication skills with a client-centered focus.
• Ability to build rapport with others and to serve diverse publics.
• Ability to take the initiative, work well with others as a collaborative team member and exhibit good communication skills.
• Ability to maintain confidential information.

PHYSICAL DEMANDS

The physical demands described here 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. While performing the duties of this job, the employee is regularly required to speak or listen. While performing the duties of this job, the employee is regularly required to sit, walk and stand. The employee is occasionally required to bend and or twist at the trunk more than the average person. The employee is continuously repeating the same hand, arm or finger motion many times. The employee must occasionally lift and/or move up to 25 pounds such as books and training material. Specific vision abilities required by this job include close vision, distant vision and the ability to adjust focus. The ability to travel to other buildings is required. The position requires the individual to sometimes work irregular or extended work hours and meet multiple demands from several people.

ENVIRONMENTAL ADAPTABILITY

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to loud depending upon the activity in the particular part of the day.

CONTACT INFORMATION

Mike Gelmi

Assistant Superintendent of Human Resources

Grandville Public Schools

3839 Prairie Street

Grandville, Michigan 49418

Fax: [phone] - Email: [e-mail]

Grandville Public Schools is an equal opportunity educational institution. It is our expressed policy that no person shall be unlawfully excluded from participation, be denied benefits of, or otherwise subjected to discrimination in employment on the basis of race, color, national origin, sex, including sexual orientation or transgender identity, disability, age, religion, height, weight, marital or family status, military status, ancestry, handicap/disability, genetic information, or any other legally protected category, (collectively, "Protected Classes"), in its activities or programs as required by Title VI, Title IX and Section 504.

Any person believing that the Grandville Public School District or any part of the school organization has inadequately applied the principles and/or regulations of (1) Title IX of the Education Amendment Act of 1972, (2) Section 504 of the Rehabilitation Act of 1973, (3) Title VI and Title VII of the Civil Rights Act of 1964, (4) Title II of the Americans with Disability Act (as amended), and (5) the Age Discrimination in Employment Act may bring forward a complaint, which shall be referred to as a grievance, to Mike Gelmi the local Coordinator at the following address: 3839 Prairie SW, Grandville, MI 49418. Phone [phone].