Sylvania is hiring: Administrative Assistant in Charlotte

SUMMARY

Under the overall supervision of the Assistant Superintendent for CTE and general direction of the Career Preparation Center Principals, the Administrative Assistant performs a variety of clerical and administrative support duties related to the program.

Provides secretarial assistance and support to the Career & Technical Education (CTE) Administrator(s). Enters and verifies data. Assists the CTE Administrator(s) in fulfilling a variety of State reporting requirements. Maintains program accounting records. Maintains staff files and student files. Assists in orientation and scheduling.

PRINCIPAL DUTIES AND RESPONSIBILITIES

● Establishes, maintains, and revises record-keeping and filing systems; classifies, sorts, and files correspondence, records, invoices/receipts, and other documents.

● 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.

● Create, update, and send annual contracts, agreements, and invoices to school districts and partner organizations.

● Set up and maintain student and program state reporting databases.

● Enters and maintains records/data in PowerSchool and other student data systems.

● Coordinate with LEAs' data and reporting of student attendance for fall & spring counts.

● Prepares memos, correspondence, forms, charts, tables, records, and spreadsheets.

● Accurately proofreads and corrects draft and final copy materials for appropriate and consistent format, accuracy of information, punctuation, spelling, and grammar.

● Answers the telephone, routing the call to the appropriate staff or taking a message.

● Receives visitors and/or inquiries, provides information, or refers to appropriate staff.

● Maintains regular communication with other ERESA departments or staff to ensure efficient processing of work; to obtain and relay information, and to troubleshoot and offer suggestions to improve program implementation and continuation.

● Researches and orders office equipment and supplies, arranges for equipment repair, and coordinates the physical location of equipment.

● Works with the business office, preparing and maintaining department requisitions and purchase orders, including receipt of orders and accuracy of invoices.

● Facilitates department workflow to meet timelines as directed.

● Prepares various brochures and flyers as needed.

● Opens, sorts, records, and distributes mail.

● Schedules meetings, trainings, and other pertinent activities. Oversees department room reservations to ensure accurate and timely setups.

● Operates standard office equipment, including copiers and printers.

● Processes requests for absences, conferences, certifications, and trainings.

● Collaborates with the Data and Events Coordinator to assist with the collection, verification, and submission of CTEIS data and reports in compliance with state reporting requirements.

● Collects, updates, and maintains teacher certifications and annual authorizations.

● Oversees program literature, information, and printing/production process.

● Other duties as assigned

The listed tasks are intended to describe the nature and level of work being performed by a person in this position. This is not an exhaustive list of all job duties performed,nor is it expected that all positions will be assigned every duty.

QUALIFICATIONS

CERTIFICATES, LICENSES, REGISTRATIONS (If Applicable):

EDUCATION, TRAINING & EXPERIENCE:

Required

● Possession of a high school diploma or equivalent.

● Three (3) years or more progressively more responsible or expansive experience in a clerical, administrative support, or accounting field.

Desired

● Possession of an Associate’s Degree in accounting, business administration, or a related field.

● Three (3) years or more of experience working in a school and/or educational setting.

Alternative

● Possession of an Associate’s Degree in accounting, business administration, or a related field may be substituted for two years of the minimum required experience.

KNOWLEDGE, SKILLS & ABILITIES

● Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

● Knowledge of administrative and clerical procedures and systems, such as word processing, managing files and records, and other office procedures and terminology.

● Knowledge of principles and processes for providing customer and personal services, including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

● Knowledge of business and management principles involved in strategic planning, resource allocation, leadership techniques, and coordination of people and resources.

● Skill with the use of technology to implement work responsibilities, including Microsoft Office and Google Workspace.

● Ability to develop and maintain effective relationships with adults and students.

● Ability to communicate effectively with a variety of audiences both orally and in writing.

● Ability to maintain emotional control under stress.

● Ability to exercise discretion and confidentiality in dealing with staff, students, and operations.

● Ability to work independently and within teams to accomplish identified goals and strategies.

● Ability to build and maintain positive working relationships with coworkers and students.

PHYSICAL EFFORT & WORKING CONDITIONS:

● Sitting – Moderate

● Standing/Walking/Bending/Stooping – Moderate, common to office environment

● Lifting – Minimal

● Moderate physical strength, mobility, and dexterity to perform the job tasks.

SPECIAL CONSIDERATIONS

● Position requires the employee to provide their own transportation for job-related travel.

● Position requires regular and predictable attendance at the workplace.

Eaton RESA does not discriminate on the basis of race, color, national origin, sex (including sexual orientation and transgender identify), disability, age, religion, height, weight, marital or family status, military status, genetic information, or any other legally protected category (collectively “Protected Classes”), in its programs and activities, including employment opportunities. In addition, arrangements can be made to ensure that the lack of English language proficiency is not a barrier to admission or participation. Civil Rights Coordinators are located at 1790 E. Packard Hwy, Charlotte, Michigan to handle inquiries regarding the nondiscrimination policies and grievance procedures. Telephone (517) 543-5500.

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