Administrative Assistant

Posted: Continuous 2013-07-25
Closes: 08/06/2013
Career & Technical Ed, 5708 Cornerstone Dr, Lansin

POSITION: Administrative Assistant

</pre><pre>CLASSIFICATION: Administrative Assistant</pre><pre>AFFILIATION: ESPA</pre><pre>REPORTS TO: Department Director</pre><pre>TERMS/SALARY RANGE: Salary and fringes are in accord with the Support Staff Master Agreement.</pre><pre>


Provides 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 files. Assists in orienting, scheduling, assigning work to, and reviewing the work of other clerical or co-op staff.




?      Proficient in using Microsoft Office, financial and other software programs, and the use of the internet and electronic mail.

?      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 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 help others in learning this process.

?      Oversees department room reservations to ensure accurate and timely set ups.

?      Prepare and distribute 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 and assessment process.

?      Oversee website and other social media updates

?      Prepare various brochures and flyers as needed.

?      Extensive spreadsheet preparation and maintenance in Excel.

?      Clerical responsibilities for Department Administration.

?      Oversee the purchase, inventory, distribution and management of materials in collaboration with trainers, teachers, and participating schools.

?      Preparation and completion of training including registration, payments, invoices, receipts, certificates, and group email lists for training follow-up, etc.

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

?              Ability to generate electronic reports and presentations with minimal direction.

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

?              Facilitates department workflow to meet timelines as directed.

?      Answers the telephone routing the call to the appropriate staff member or taking a message.

?      Perform all tasks as assigned by supervisor.

?      Ability to work both autonomously in fulfilling responsibilities and in collaboration with others on a team-based project.



Education:   High school diploma with a minimum of one-year of relevant post-secondary coursework and/or completion of an Associate's Degree.


Experience:   Three years of progressively more responsible or expansive experience in a clerical or secretarial or accounting field is required


Other Knowledge, Skills and Abilities:


  • Must exercise a high level of confidentiality.
  • Ability to express ideas clearly and concisely, in writing and verbally.
  • Interpersonal skills should include cooperative, courteous, flexible, good natured, and concerned with being helpful and making a good impression.
  • Effective work skills should include being conscientious, persistent, resourceful, productive and active.


Testing:  Pre-employment testing may be required.


Physical Effort and Working Conditions: Physical demands of this job are as follows:


?      Sitting – possibility of long periods at a time.

?      Standing – some.

?      Walking – some.

?      Bending – some.

?      Stooping – some.

?      Lifting – may involve moving/lifting of boxed supplies.


Revised July 2013


Eaton Intermediate does not discriminate on the basis of race, color, national origin, sex, age, or disability in its programs and activities. Civil Rights Coordinators are located at 1790 E. Packard Hwy, Charlotte Michigan to handle inquiries regarding the nondiscrimination policies. Telephone (517) 543-5500

Eaton Intermediate School District

1790 East Packard Highway
Charlotte, MI 48813
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