Administrative Secretary Level II

Administrative Secretary, Level Community Education Department/Central Office Saginaw Township Community Schools District Overview

Saginaw Township Community Schools is located in a multi-cultural and vibrant community in mid-Michigan. We are proud to have National School to Watch and Blue Ribbon Award-winning schools dedicated to academic excellence, student success, and strong community partnerships.

The Administrative Secretary, Level II – Community Education Department/Central Office serves as the administrative assistant to the Director of Community Education while providing clerical and administrative support to Central Office operations as assigned. This position serves as the primary point of contact for Community Education programs and activities, while assisting with district-wide administrative functions, customer service, financial processing, program registration, and record maintenance.

This position requires exceptional organizational skills, professionalism, confidentiality, and the ability to manage multiple priorities while providing outstanding customer service to students, parents, staff, and community members.

Duties may include, but are not necessarily limited to:

• Serve as the primary administrative support for the Director of Community Education.
• Provide excellent customer service to students, parents, staff, instructors, and community members.
• Answer telephone calls, greet visitors, and respond to inquiries regarding Community Education programs and services.
• Coordinate registrations for Community Education classes, enrichment programs, camps, athletics, facility rentals, and special events.
• Maintain accurate participant records and databases.
• Coordinate payroll documentation.
• Assist with scheduling classes, facilities, instructors, and special events.
• Process facility rental requests and maintain facility usage schedules.
• Collect and reconcile program fees and prepare financial reports as directed.
• Process purchase orders, invoices, reimbursements, and departmental budget documentation.
• Assist with preparing reports for the Board of Education, state agencies, and grant programs.
• Maintain confidential employee and participant records.
• Assist with planning and coordinating Community Education events and activities.
• Maintain department calendars and schedule appointments and meetings.
• Order office, instructional, and event supplies.
• Assist with social media updates, website information, and program communications.
• Perform additional duties as assigned by the Director of Community Education.

• Assist with incoming telephone calls and reception responsibilities.
• Provide general district information to staff, parents, and community members.
• Prepare correspondence, agendas, reports, meeting materials, presentations, and other complex documents.
• Maintain confidential employee and departmental records.
• File and process electronic and hard-copy documents.
• Assist with scheduling meetings and maintaining department calendars.
• Process purchase orders and invoices.
• Assist with district-wide projects as assigned.
• Support annual district events, registrations, and professional development activities.
• Attend professional development opportunities to improve job knowledge and skills.
• Perform other duties as assigned.

• Assist with payroll documentation, timesheets, and attendance records.
• Coordinate mailings and departmental communications.
• Maintain filing systems in accordance with district record retention policies.
• Assist with audit preparation and records management.
• Maintain confidentiality of personnel, student, and financial information.
• Conduct volunteer background checks.

• Daily in-person attendance is required.
• High School diploma or GED required.
• Associate's degree or higher in Business, Office Administration, or related field preferred.
• Experience in office administration or secretarial support preferred.
• Excellent interpersonal and customer service skills.
• Strong organizational skills with the ability to prioritize multiple tasks.
• Ability to maintain strict confidentiality.
• Positive attitude and professional demeanor when working with students, parents, staff, and community members.
• Ability to work independently and collaboratively within a team environment.
• Demonstrated ability to complete projects accurately and efficiently.
• Advanced skills in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with Google Workspace preferred.
• Experience with Skyward or other student information systems preferred.
• Excellent written and verbal communication skills.
• Strong grammar, spelling, keyboarding, and data entry skills.
• Ability to learn new software and technology applications.

• Maintain emotional control under stress.
• Exercise sound judgment, tact, diplomacy, and professionalism.
• Work effectively despite frequent interruptions.
• Perform repetitive hand motions.
• Prolonged…