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Grand Rapids Public Schools · 2 months ago

Administrative Assistant- Transitional Bilingual Education (TBE) Dual Language Immersion (DLI) School and English Learners (EL)

Grand Rapids, MI

Full-time

Onsite

Entry Level

$20/hr - $20/hr

1+ years exp

Grand Rapids Public Schools is committed to ensuring that all scholars are educated and productive members of society. The Administrative Assistant will provide essential administrative support services to the Executive Director of TBE/DLI Schools and EL, facilitating communication and coordination among various stakeholders.

EducationSecondary Education

Responsibilities

Assist in the administration and operation of district, state and federal programs including Title III, Migrant and Bilingual education, Native American Education Program, Instructional Council

Assists with duties requested daily. Takes dictation, compiles office information, researches data and prepares reports, provides timely report completion

Responsible for having a working knowledge of the administrators’ responsibilities in order to effectively assist with completion of job tasks and major projects

Assist with preparation and coordination of formal presentations and parent meetings

Interpret requests for information; determine appropriate information to be generated in order to respond to citizens, board members, news media and other staff on a variety of topics. Research, identify or prepare appropriate information for responses to such requests

Responsible for tracking program material inventories

Responsible for updating and distributing program manuals

Assist with program planning, including summer school

Answers main office telephone; assists cabinet members, principals, parents, district staff and community, providing administrative assistant support and backup for others in the Central Office Academic office, as necessary. Summarizes and prioritizes phone and other messages, responding for administrator as appropriate, directing calls to the appropriate person within the District

Schedules meetings maintains Outlook calendar, maintains daily schedule for administrator(s), organizes and prioritizes all communications within the division

Assists in preparation and organization of all meetings and special in-services. Prepares/types materials, assemble packets; arrange scheduling of speakers, and coordinate details. Prepares evaluations, organizes and reports the data back to the executive director

Attends meetings, records and transcribes minutes. Assists with the organization of District level meetings as necessary

Processes staff payroll; maintain records including extra compensation for training, in-service and curriculum development. Also processes numerous supplemental time sheets from schools confirming the account numbers and rates of pay

Assisting in the preparation and administration of department budgets, working directly with business office staff to maintain and monitor budgets for assigned areas

Distributes mail, compose and types correspondence, processes purchase orders and supply requisitions, budget transfers, fund transfers, mileage reimbursement forms and payment request forms. Conducts regular meetings with the Executive Director to provide updates on department expenses

Responsible for developing and maintaining work systems that provide effective organization and quality work for the department administrator

Organizes and maintains filing system for correspondence, information, data, records, etc

Interacts with co-workers, administration, scholars, parents & the community in positive, supportive and cooperative ways

Coordinate district wide functions, as required by the administrator

Responsible for the coordination and management of districtwide interpretation and translation requests ensuring appropriate coverage according to district procedures

Assist with on demand Spanish interpretation and translation requests, including proofreading

Maintain positive business relationship with vendors contracted within the departments

Responsible for the management of the interpretation headset equipment

Assisting with keeping the EL Infohost page updated

Responsible for drafting contracts and following vendor contract process

Consistently demonstrate dependable attendance and punctuality

Performs other duties as assigned

Qualification

Microsoft Office SuiteSecretarial experienceBilingual English/SpanishTechnical skillsOrganizational skillsShorthand skillsOffice equipment experienceTeamworkCommunication skillsConfidentiality