Special Education Departmental Administrative Assistant
Administrative Support
MUSKEGON AREA INTERMEDIATE SCHOOL DISTRICT
JOB DESCRIPTION
JOB TITLE: Special Education Departmental Administrative Assistant
CLASSIFICATION: Hourly - 260 paid days
REPORTS TO: Director of Special Education Instruction and Compliance
SUPERVISES: Not applicable
DEADLINE FOR APPLICATIONS:
All candidates must apply online at www.muskegonisd.org/jobs/.
TERMS:
This position is a 260 total paid days position offering full family medical, dental, and vision benefits. Dental, vision, and life insurance are paid by the district at no cost to the employee. Vacation, personal business days, holidays, and sick time paid. Retirement through the Office of Retirement Services (Pension Plus or Defined Contribution).
SALARY RANGE:
This position is on the Nonunion Hourly Scale, grade H, $20.2735-26.6963 per hour.
GENERAL JOB FUNCTION:
Employees in this classification perform general office duties such as data entry and review, computer word processing, filing, operating typical office machines, answering telephones and mailing correspondence. This position works with Special Education programs, services, and IDEA rules and regulations. This assignment also works with fiscal responsibilities, substitute staffing, and other specific functions for this particular department.
ESSENTIAL JOB FUNCTIONS:
1. Assumes responsibility for typical administrative assistant duties including phone and reception functions, word processing, data entry and spreadsheet creation, correspondence composition and distribution, mail distribution, office machine operation.
2. Provides a range of direct assistance to the assigned staff.
3. Makes arrangements for meetings, workshops, professional development sessions, staff travel. 4. Provides specific assistance to MAISD program(s) in the following areas:
a. Program level budgeting
b. Substitute needs through the current online system
c. Special Education process and procedures
5. Accepts responsibility for the coordination and facilitation of assigned special projects.
6. Generates purchase orders, invoices, meeting minutes, budget reviews, departmental reports and correspondence, and other assigned materials.
7. Accepts responsibility for maintaining necessary rules of confidentiality.
8. Uses a variety of electronic data gathering and reporting systems required by the State of Michigan and/or the MAISD.
9. Other duties as directed by MAISD Special Education Directors
MINIMUM QUALIFICATIONS:
1. Possession of a high school diploma or its equivalent.
2. Possession of excellent communication and customer service skills.
3. Demonstrated proficiency with Google Suite and a variety of word processing, desktop publishing, spreadsheets, and data entry systems.
4. Possession of excellent organizational and interpersonal skills.
5. An ability to prioritize and address multiple tasks and responsibilities.
PREFERRED QUALIFICATIONS:
1. Ability to work both in a team setting and independently.
2. Strong customer service, interpersonal, and communication skills to interact effectively with students, parents, local district personnel, and MAISD staff.
3. Ability to plan, coordinate, and revise materials for staff use and support.
4. Experience reviewing and monitoring budgets.
5. Knowledge of student information database systems such as PowerSchool, PowerSchool Special Programs/MiPSE, etc.
PREFERRED COMPETENCIES: A MAISD Organizational Support Employee Skillfully Demonstrates...
Understanding the Organization:
● Business Insight: Keeps up with current and possible future policies, practices, and trends within the MAISD and public education
● Customer Focus: Builds and delivers solutions that meet customer expectations
● Financial Acumen: Understands the meaning and implications of key financial indicators
Making Complex Decisions:
● Thoroughly weighs the risks and benefits of different solution options in a timely manner
● Actively seeks input from pertinent sources to make timely and well-informed decisions (separates opinions from facts)
● Considers ethical factors and impact on all stakeholders in the decision-making process
Taking Initiative:
● Quickly and decisively takes action in fast-changing, difficult, and unpredictable situations
● Actively seeks and secures unique resources
● Continuously seeking to improve processes and procedures
Building Collaborative Relationships:
● Proactively develops relationships with a wide variety of people
● Anticipates conflict but finds common ground and ensures that all feel heard in high tension situations
Being Authentic:
● Keeps confidences
Being Flexible and Adaptable:
● Adapts style to fit the specific needs of others
● Serves as a source of confidence in high-stress situations
NOTABLE PHYSICAL REQUIREMENTS:
Work is performed in a normal office environment. Occasional walking and occasional light to moderate lifting may be required.
OPPORTUNITY FOR ADVANCEMENT:
Employees in this position have the ability to apply for available departmental administrative assistant positions within the organization. Performance evaluations are strongly considered, when such promotional opportunities exist.
TYPICAL WORK ENVIRONMENT:
Most work is done in a typical office environment. Occasional errands and other assignments may be required in other building areas or elsewhere in the community. Administrative Assistants may be assigned to any MAISD department at any of its facilities in the District service area.
EVALUATION:
Employees in this classification are evaluated prior to the completion of probationary status and according to Board policy and guidelines thereafter.
TRAVEL EXPECTATIONS:
Travel is normally confined to occasional errands in the community. Overtime is relatively rare and at the discretion of the District.
PAY STRUCTURE:
This position is on Grade H of the MAISD salary scales.
It is the policy of the Muskegon Area Intermediate School District that no staff member, candidate for employment, program participant, or recipient of services shall experience discrimination 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, genetic information, or any other legally protected category (collectively "Protected Classes”), in its programs and activities, including employment opportunities. Inquiries related to issues of discrimination on the basis of disability should be directed to the Director for Special Education at (231) 767-7249. All other discrimination inquiries or requests for special accommodations to participate in a program, event, or activity should be directed to the Associate Superintendent for Human Services at (231) 767-7213.