Executive Assistant to Assistant Superintendent Job at Saginaw Public School District
If interested please apply on our website: https://www.spsd.net
JOB TITLE: Executive Administrative Assistant (Early Childhood / K-12 Instruction)
DEPARTMENT/BUILDING: Early Childhood, Elementary Curriculum, and Secondary Curriculum
REPORTS TO: Assistant Superintendent, Elementary Curriculum Instruction, Early Childhood, and Secondary Curriculum
GENERAL SUMMARY:
Saginaw Public Schools Executive Administrative Assistant is responsible for assisting the Assistant Superintendent, Elementary Curriculum/Instruction and Early Childhood and Secondary Curriculum, as well as the Instructional Division, in facilitating a smooth and efficient divisional operation for the future career success of all of our students.
DISTRICT-WIDE PERFORMANCE STANDARDS:
The School District of the City of Saginaw, in partnership with parents, students, businesses and the community, are committed to and responsible for ensuring the highest level of academic achievement and career planning for all students, the highest performing organizational structure at all levels, and a safe and effective learning environment for all students.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of grammar, spelling and business correspondence
Knowledge in the use of general business office equipment
Knowledge and familiarization in the areas of curriculum and instruction preferred.
Knowledge of the software used to generate and maintain correspondence, reports and other documents on behalf of the Deputy Superintendent
Knowledge of organizational operations, policies, procedures and practices
Skilled typist – 75 wpm
Skilled in the use of computers with proficiency in software and hardware
Ability to compile data and reports
Ability to exercise excellent communication/interpersonal skills that required to interact effectively with administrators, Board members, representatives from constituent district’s and the public
Ability to organize, prioritize and work independently, as well as schedule and produce work in a timely manner
Ability to concentrate and pay close attention to detail
Ability to comprehend and transmit complicated and detailed instructions
Ability to operate effectively in an environment requiring handling of confidential/sensitive information
Ability to be flexible and versatile
Ability to take dictation
Ability to exercise excellent telephone skills
Ability to work in a multi-cultural, urban setting and develop a rapport with students, staff, parents and the school community
Physical Demands – While performing the duties of this job, the employee is frequently required to sit, stand and/or walk, may be required to lift up to 30 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
DUTIES AND RESPONSIBILITIES:
Must handle all matters confidentially and with the utmost discretion
Plan, organize and coordinate all details required for a wide range of meetings and conferences for the Instructional Division and the directors within the division
Maintain a schedule of appointments; furnish Director with appropriate materials for specific meetings in a timely manner, maintain a record of all such meetings/appointments
Payroll for all elementary principals & Prek Support Staff
Payroll for all director in the Instructional Division
Correspondence to all K-12 Principals
Principal Evaluations – type and dissemination
Schedule substitute administrators as needed
Receive, screen and direct all incoming calls and mail
Handle inquiries from staff and other sources; refer to appropriate personnel as necessary
Responsible for taking minutes (and dissemination) of all regularly scheduled meetings, advisory boards and other meetings as assigned
Responsible for taking minutes (and dissemination) at other meetings, as necessary
Function as office manager for the Instructional Division; order and maintain office supplies, as needed
Provide a positive first impression for visitors and arrange for their comfort
Maintain the division’s filing system
Work closely & have knowledge of the district’s Board Policies review/adoption
Work closely with all Executive Staff members and support staff
Maintain a good working relationship with all Board Members
Perform other general office duties to facilitate smooth office operations; work cooperatively with other staff and agencies, including the ISD, Michigan Department of Education, Health Delivery, Inc., GSRP, Midland ESA, Head Start, Boys and Girls Club, ETC, as well as various district vendors and consultants (i.e., Scholastic, Fastt ForWord, PLATO, Grape Seed, TSGold, etc.)
Obtain, gather and organize pertinent data and assemble into usable form
Responsible for arranging all details related to conference attendance by the Director as well as our other directors, principals, and teachers throughout the district.
Work closely with the Elementary Compensatory Education Program (including K-12 buildings)
Work closely with the Coaching Staff in terms of Textbook Adoptions, Textbook orders, contact textbook vendors for follow-up, as needed
Record all Summer PD for PreK-12 teachers in our district
Assist with the processing of Title IIA, 31A leave forms, check requests, etc
Assist with the contracts and personnel requisitions for PreK-12 Summer School Programs
Assist District personnel with the Title III Assessment, as needed
Payroll for the PreK-12 Summer School Program Staff
Responsible for greeting and screening all general education parent concerns – either in person or via the telephone, set up parent meetings as necessary
LEA Planning Committee: Correspondence, payroll, and schedules meetings, as needed
KEYS Assessment
Assist in coordinating yearly activities for the Elementary Division, such as the Saginaw Downtown Lions Club Christmas Party and the Saginaw County Pearle Vision’s “Gift of Sight” program
Work closely with district consultants; prepare contracts
Assist the Director to ensure that the implementation of the States Core Content Standards and Benchmarks are fully implemented by district teachers and administrators in grades PK-12
Assist as needed with the Instructional Curriculum Committee
Assist the Office of the Superintendent in the absence of the Superintendent’s Executive Assistant, as needed
Perform other duties as assigned
EDUCATION AND/OR EXPERIENCE:
Bachelor’s degree preferred
High school graduate or equivalent
Minimum of five (5) years experience in secretarial or related field, preferably in an educational environment
High level of experience in discretion, integrity, technology, including secretarial and administrative functions and Microsoft Office skills
If interested please apply on our website: https://www.spsd.net
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Saginaw, MI 48607: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Microsoft Excel: 4 years (Preferred)
- Microsoft Word: 5 years (Preferred)
Work Location: In person
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