Administrative Assistant

SUMMARY

Under the direct supervision of the Director of Behavior/Mental Health, and in accordance with established policies and procedures, the Administrative Assistant will provide support for the Director of Behavior/Mental Health Services and other staff within the Instructional Services Department (General Education, School Wellness and Prevention).

The position will provide secretarial assistance and support to the Department/Unit Administrator(s). Enters and verifies data. Assists the Department/Unit Administrator(s) in fulfilling a variety of reporting requirements. Maintains program accounting records. Maintains staff and files. Assists in orienting, scheduling meetings, sending correspondence, and supporting the work of other clerical or support staff.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Digitally and manually files correspondence, cards, invoices, receipts, and other records in alphabetical or numerical order, or according to subject matter or other system. 
• Establishes, maintains and revises record keeping and filing systems; classifies, sorts and files correspondence, records and documents.
• Open, sorts, records and distributes mail.
• Researches and orders office supplies, arranges for equipment repair, and coordinates the physical location of equipment. 
• Checks orders received for accuracy and distributes materials to their proper destination within the building. 
• Operates standard office machines - fax, computer, copier, scanner, printer
• Collates and assembles documents for distribution.
• Schedules meetings, trainings and other pertinent activities. 
• Works with staff to plan and coordinate events.
• Type memos, correspondence, forms, charts, tables, records, reports and the like from rough draft or handwritten notes. 
• Accurately proofreads and corrects draft and final copy materials for appropriate and consistent format, accuracy of information, punctuation, spelling and grammar. 
• Develops and updates department databases.
• Maintains regular communication with other ERESA departments or staff in order to ensure efficient processing of work; to obtain and relay information; and to resolve problems. 
• Receives visitors and telephone calls and either routes calls to the requested party, or records messages.
• Responds to general inquiries concerning the activities within the office by referring to current information sources or to established policies and procedures.
• Assist in process for filling vacancies, including posting jobs, screening resumes and application materials, forwarding qualified candidate information to position supervisor, conducting reference checks, coordinating interviews, scheduling interview and reserving rooms, organizing interview panel, making copies of candidate packets, etc.
• Prepares, maintains and processes a variety of records and logs and databases. Compares information or data with other records for purposes of verification and accuracy. 
• Maintains regular communication with other ERESA departments or staff in order to ensure efficient processing of work; to obtain and relay information; and to troubleshoot and offer suggestions to improve program implementation and continuation.
• Schedules meetings, trainings and other pertinent activities.
• Supports the management of the for registration system.  Implement registration process for department events and trainings.  Also train and assist others in learning this process.
• Oversees department room reservations to ensure accurate and timely set ups.
• Assist business office with preparation and distribution of annual contracts for various providers.
• Prepare invoices and collect fees for services.
• Maintain department files.
• Process requests for absences, conferences, certifications and trainings.
• Collect, update and maintain database for clinical licensures and annual authorizations.
• Works with business office preparing and maintaining department requisitions and purchase orders.
• Oversee program literature, information and assessment process.
• Oversee website and other social media updates
• Prepare various brochures and flyers as needed.
• Extensive spreadsheet preparation and maintenance in Excel.
• Clerical responsibilities for Department Administration.
• Oversee the purchase, inventory, distribution and management of materials in collaboration with Instructional Services staff.
• Preparation and completion of training including registration, payments, invoices, receipts, certificates, and group email lists for training follow-up, etc.
• Prepares memos, correspondence, forms, charts, tables, records and spreadsheets.
• Ability to generate electronic reports and presentations with minimal direction.
• Accurately proofreads and corrects draft and final copy materials for appropriate and consistent format, accuracy of information, punctuation, spelling and grammar.
• Facilitates department workflow to meet timelines as directed.
• Answers the telephone routing the call to the appropriate staff member or taking a message.
• Performs other duties as assigned.
• Maintains and follows the guidelines of confidentiality and mandatory reporting.

The listed tasks are intended to describe the nature and level of work being performed by a person in this position. This is not an exhaustive list of all job duties performed nor is it expected that all positions will be assigned every duty.

QUALIFICATIONS

CERTIFICATES, LICENSES, REGISTRATIONS (If Applicable):

Required

• None

EDUCATION, TRAINING & EXPERIENCE:

Required

• Possession of a high school diploma.
• Three (3) years or more experience with clerical and/or secretarial support.

Desired

• Possession of an Associate’s degree in business, human resources, accounting, or related field.
• Three (3) years or more experience with clerical and/or secretarial support in a public school.
• Two (2) years or more of experience in a medical/clinical setting.
• One (1) year or more experience with the SMART finance system.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of standard office procedures.
• Knowledge of business practices related to school record keeping, special education processes, or other school related records and reporting
• Skill in using software including word-processing, desktop publishing, spreadsheets and databases.
• Skill in proofreading (i.e. spelling, grammar, punctuation).
• Ability to initiate work and balance a variety of duties and responsibilities.
• Ability to communicate effectively with a variety of audiences both orally and in writing.
• Ability to exercise discretion and confidentiality in dealing with all stakeholders.
• Ability to work independently and within teams to accomplish identified goals and strategies.
• Ability to build and maintain positive working relationships with constituent district staff, internal department staff, vendors, and other stakeholders
• Ability to work accurately and efficiently to meet established deadlines.
• Ability to generate electronic reports and presentations with minimal direction.
• Ability to maintain strong attention to detail and high degree of accuracy
• Ability to use standard office machines and equipment.

PHYSICAL EFFORT & WORKING CONDITIONS:

• Sitting – possibility of long periods of time
• Standing/Walking/Bending/Stooping – some
• Lifting – involves minor lifting

SPECIAL CONSIDERATIONS

• Pre-employment testing may be required.
• Positions may require work evenings, weekends, and summer months.
• Position requires the employee to provide his/her own transportation for job related travel.
• Position requires regular and predictable attendance at the workplace.

Eaton RESA does not discriminate on the basis of race, color, national origin, sex (including sexual orientation and transgender identify), disability, age, religion, height, weight, marital or family status, military status, genetic information, or any other legally protected category (collectively “Protected Classes”), in its programs and activities, including employment opportunities. In addition, arrangements can be made to ensure that the lack of English language proficiency is not a barrier to admission or participation. Civil Rights Coordinators are located at 1790 E. Packard Hwy, Charlotte, Michigan to handle inquiries regarding the nondiscrimination policies and grievance procedures. Telephone (517) 543-5500.