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Administrative Assistant

Administrative Assistant

Eaton RESACharlotte, MI, US
1 day ago
Job type
  • Full-time
Job description

SUMMARY

Under the direct supervision of the Principal - Meadowview School, and in accordance with established policies and procedures, the Administrative Assistant will provide support for the school's operation.

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.

PRINCIPAL DUTIES AND RESPONSIBILITIES

  • Serve as District MI-Access Coordinator - organizing, distributing, collecting and accounting for all testing materials to prepare for shipment within the established timeframe.
  • Student Demographic Data Entry - Responsible for accurate and timely data entry of all student demographic information into MiPSE and PowerSchool, including enrollment of new students and exit of students.
  • Receives visitors and telephone calls and either routes call to the requested party, or records messages.
  • Collects and maintains staff Medicaid logs, signed classroom attendance records, and a record of all school / program cancellations.
  • 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.
  • Coordinate the fall and spring pupil counts and EOY data submission

o Form partnership with both internal and external pupil accounting teams to ensure that all requirements are met within the required timelines.

o Attend trainings and apply learning from training to daily pupil accounting tasks.

o Acquire and Review MSDS student data to ensure all students are included with correct designations (i.e. correct grade level, race / ethnicity, Section 53, if Homeless, Free & Reduced Lunch, FTE-with specific attention to reduced schedule and homebound status students, program assignment, student exited if no longer attending, etc...).

o Address any warnings or alerts that MSDS provides to ensure that data is correct prior to certification.

o Generate Worksheet A and B's prior to the snapshot creation, have teachers verify by signing, submit to supervisor for review, upload final copy and review to ensure FTE matches MSDS report.

o Review MSDS student exit report to ensure all exited students are included with the correct code as supported by school attendance documentation, including MiPSE.

o Create / Maintain a Teacher Master Schedule.

o Run PowerSchool 10 / 30 Day Rule Audit Report by Class, review for accuracy, note reason for student absence, and report any resulting loss of student FTE to designated district MSDS data entry person. Then request new printed MSDS reports and verify that the changes were made.

o Request and collect all required documentation for reduced schedule, homebound, absent on count day and Section 53a students to ensure district can collect the appropriate FTE.

o Populate the school calendars into the required auditor calendar template, verify that days and hours meet established state requirements.

o Collect and maintain current work-based learning student master list, training agreements, and attendance / time verification sheets.

o Verify that the all pupil accounting checklist steps have been completed and submit all pupil accounting documentation to supervisor for review within the established timeline.

  • Open, sorts, records and distributes mail.
  • Researches and orders office equipment and 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 photocopying 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.
  • Responds to general inquiries concerning the activities within the office by referring to current information sources or to established policies and procedures.
  • Performs 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) :

    Required

  • None

    • EDUCATION, TRAINING & EXPERIENCE :

    Required

  • Possession of a high school diploma.
  • Three (3) years or more experience with clerical and / or secretarial support.

    • Desired

  • Possession of an Associate's degree in business, human resources, accounting, or related field.
  • Three (3) years or more experience with clerical and / or secretarial support in a public school.
  • One (1) year or more experience with the SMART finance system.

    • KNOWLEDGE, SKILLS & ABILITIES

  • Knowledge of standard office procedures.
  • Knowledge of pupil accounting systems and practices
  • Knowledge of business practices related to school record keeping, special education processes, or other school related records and reporting
  • Skill in using software including word-processing, desktop publishing, spreadsheets and databases.
  • Skill in proofreading (i.e. spelling, grammar, punctuation).
  • Ability to initiate work and balance a variety of duties and responsibilities.
  • Ability to communicate effectively with a variety of audiences both orally and in writing.
  • Ability to exercise discretion and confidentiality in dealing with all stakeholders.
  • Ability to work independently and within teams to accomplish identified goals and strategies.
  • Ability to build and maintain positive working relationships with constituent district staff, internal department staff, vendors, and other stakeholders
  • Ability to work accurately and efficiently to meet established deadlines.
  • Ability to generate electronic reports and presentations with minimal direction.
  • Ability to maintain strong attention to detail and high degree of accuracy
  • Ability to use standard office machines and equipment.

    • PHYSICAL EFFORT & WORKING CONDITIONS :

  • Sitting - possibility of long periods of time
  • Standing / Walking / Bending / Stooping - some
  • Lifting - involves minor lifting

    • SPECIAL CONSIDERATIONS

  • Pre-employment testing may be required.
  • Position may require work evenings, weekends, and summer months.
  • Position requires the employee to provide his / her 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.

    Revised : March 22, 2019

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    Administrative Assistant • Charlotte, MI, US