Executive Assistant - Assoc. Superintendent Special Ed

MUSKEGON AREA INTERMEDIATE SCHOOL DISTRICT

JOB DESCRIPTION

JOB TITLE:                            Executive Assistant to the Associate Superintendent of Special  

                                           Education

CLASSIFICATION:               Hourly

REPORTS TO:                      Associate Superintendent of Special Education

SUPERVISES:                       N/A

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 J, $24.5310-30.1547 per hour.

GENERAL JOB FUNCTION:

The Executive Assistant to the Associate Superintendent of Special Education performs a range of highly skilled duties for the Associate Superintendent and Special Education Department.  Employees in this classification perform general office duties, work within multiple systems (Windows, Google, MUNIS financial etc), organize both digital and hard copy archives, and answer and respond to telephone, email, and mail. Budget monitoring, revisions, and report running are among a few of the fiscal responsibilities. This position works with Special Education programs and IDEA rules and regulations.  Strong business office and social skills are required.

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, and office machine operation.
2. Provides a range of direct assistance to the assigned staff.
3. Makes arrangements for meetings, workshops, professional development sessions, and staff travel.
4. Accepts responsibility for the coordination and facilitation of assigned special projects.
5. Supports budget processes for the department and supports other SE departmental assistants during budget projections, revisions, and report running.
6. Maintains and supports Google calendars for departmental functions.
7. Generates purchase orders, invoices, meeting minutes, departmental reports, BOE reports, and correspondence, and other assigned materials.
8. Manages special contracts and agreements for the SE department.
9. Accepts responsibility for maintaining necessary confidentiality rules.
10. Uses a variety of electronic data gathering and reporting systems required by the State of Michigan and/or the MAISD.
11. Substitute for other Administrative Assistants when absent if needed.
12. Performs such other duties as may be assigned by the Director, Supervisor, or Consultant.

MINIMUM QUALIFICATIONS:

1. Possession of an associate's degree or better.
2. A minimum of three years of successful experience as a secretary or administrative assistant in a business office, human service agency, or an educational institution.
3. Possession of rapid and highly efficient computer skills.
4. Well-developed interpersonal communication skills.
5. Planning/Organizational Skills – The Executive Assistant to the Associate Superintendent must possess strong organizational skills and planning skills to effectively manage the workload of the office(s).
6. Communications Skills –
7. 1. Written: The Executive Assistant to the Superintendents must frequently compose a variety of documents on behalf of the administrator.  Strong writing skills and a thorough knowledge of grammar, spelling, punctuation and usage are required.
   2. Oral: Very frequent personal and telephone communications are necessary.  A pleasant tone, good manners, and knowledge of agency operations are important.
7. Interpersonal Skills – Very frequent contact with MAISD staff, local district administrators and staff, representatives of other agencies, and the general public demands highly developed interpersonal skills.
8. Problem Solving Skills – The Executive Assistant to the Associate Superintendent is often required to analyze and solve office-related management and operational problems.
9. Knowledge of budget processes.

PREFERRED QUALIFICATIONS:

1. Knowledge of public school systems and their operations.

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:

             Occasional light to moderate lifting may be required.

            Normal office environment.

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.

EVALUATION:  

            Employees in this classification are evaluated prior to the completion of probationary status and according to Board policy and guidelines thereafter.

TRAVEL/OVERTIME 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 J 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.