Administrative Assistant

SUMMARY

Under the direct supervision of the Assistant Superintendent of Special Education, and in accordance with established policies and procedures, the Administrative Assistant will provide support for the Assistant Superintendent and other staff in the Special Education Department.

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 State reporting requirements. Maintains program accounting records. Maintains staff and student files. Assists in orienting, scheduling, assigning work to, and reviewing the work of other clerical or support staff.

• 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 - 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 shorthand 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 insure efficient processing of work; to obtain and relay information; and to resolve problems.
• Receives visitors and telephone calls and either routes call 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.
• Responsible for maintaining grant and department budgets. Works with the Michigan Department of Education and ERESA business office staff on grants, approvals, etc.
• Maintains regular communication with other ERESA departments or staff in order to insure 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.
• Responsible 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.
• Set up and maintain student and program state reporting databases.
• Coordinate, represent and troubleshoot with LEAs state reporting databases.
• Liaison with State agencies and LEA reporting.
• Maintain department files.
• Process requests for absences, conferences, certifications and trainings.
• Maintain annual program compliance process for MDE.
• Collect, update and maintain teacher certifications and annual authorizations.
• Work with business office preparing and maintaining department requisitions and purchase orders.
• Oversee program literature, information…