Instructional Services Administrative Assistant

MUSKEGON AREA INTERMEDIATE SCHOOL DISTRICT

JOB DESCRIPTION

JOB TITLE:                            Instructional Services Administrative Assistant 

CLASSIFICATION:                Hourly

REPORTS TO:                      Director of Instructional Services

SUPERVISES:                       Not applicable

DEADLINE FOR APPLICATIONS:
All candidates must apply online at www.muskegonisd.org/jobs/.

TERMS:
This position is a 260 total paid days position offering full family subscriber medical, dental, and vision benefits. Dental, vision, and life insurance are paid by the district at no cost to the employee. Vacation, personal business days, holidays and sick time paid. Retirement through the Office of Retirement Services (Pension Plus or Defined Contribution).

SALARY RANGE:
This position is on grade F, $16.2669-$21.4206 per hour based on education and experience.

GENERAL JOB FUNCTION: 

Employees in this classification perform general office duties such as typing, computer word processing, filing, operating typical office machines, answering telephones and mailing correspondence.  Depending upon departmental assignment, specific functions may differ somewhat from assistant to assistant, but general functions are very similar.

MINIMUM QUALIFICATIONS:

1. Possession of a high school diploma or its equivalent.
2. Possession of excellent communication and customer service skills.
3. Demonstrated proficiency with a variety of word processing, desktop publishing, spreadsheets, and data entry systems.
4. Possession of excellent organizational and interpersonal skills.
5. An ability to prioritize and address multiple tasks and responsibilities.

PREFERRED QUALIFICATIONS:

1. Ability to work both in a team setting and independently.
2. Understanding of brochure design and development.
3. Experience reviewing and monitoring budgets.

PREFERRED COMPETENCIES: A MAISD Organizational Support Employee Skillfully Demonstrates...

 Understanding the Organization:

• Business Insight:  Keeps up with current and possible future policies, practices, and trends within the MAISD and public education
• Customer Focus:  Builds and delivers solutions that meet customer expectations
• Financial Acumen:  Understands the meaning and implications of key financial indicators

Making Complex Decisions:

• Thoroughly weighs the risks and benefits of different solution options in a timely manner
• Actively seeks input from pertinent sources to make timely and well-informed decisions (separates opinions from facts)
• Considers ethical factors and impact on all stakeholders in the decision-making process

Taking Initiative:

• Quickly and decisively takes action in fast-changing, difficult, and unpredictable situations
• Actively seeks and secures unique resources
• Continuously seeking to improve processes and procedures

Building Collaborative Relationships:

• Proactively develops relationships with a wide variety of people
• Anticipates conflict but finds common ground and ensures that all feel heard in high tension situations

Being Authentic:

• Keeps confidences

Being Flexible and Adaptable:

• Adapts style to fit the specific needs of others
• Serves as a source of confidence in high-stress situations

ESSENTIAL JOB FUNCTIONS:

1. Assumes responsibility for typical administrative assistant duties including phone and reception functions, word processing, data entry and spreadsheet creation, corre-spondence composition and distribution, mail distribution, office machine operation.
2. Provides a range of direct assistance to the assigned staff.
3. Makes arrangements for meetings, workshops, professional development sessions, staff travel.
4. Accepts responsibility for the coordination and facilitation of assigned special projects.
5. Generates purchase orders, invoices, meeting minutes, budget reviews, departmental reports and correspondence, and other assigned materials.
6. Accepts responsibility for maintaining necessary rules of confidentiality.
7. Uses a variety of electronic data gathering and reporting systems required by the State of Michigan and/or the MAISD.

NOTABLE PHYSICAL REQUIREMENTS:

Occasional light to moderate lifting may be required. Normal office environment.

OPPORTUNITY FOR ADVANCEMENT:

Employees in this position have the ability to apply for available departmental administrative assistant positions within the organization.  Performance evaluations are strongly considered, when such promotional opportunities exist.

TYPICAL WORK ENVIRONMENT: 

Most work is done in a typical office environment.  Occasional errands and other assignments may be required in other building areas or elsewhere in the community. Administrative Assistants may be assigned to any MAISD department at any of its facilities in the District service area.

EVALUATION:

Employees in this classification are evaluated prior to the completion of probationary status and according to Board policy and guidelines thereafter.

TRAVEL/OVERTIME EXPECTATIONS:

Travel is normally confined to occasional errands in the community.  Overtime is relatively rare and at the discretion of the District.

It is the policy of the Muskegon Area Intermediate School District that no staff member, candidate for employment, program participant, or recipient of services shall experience discrimination on the basis of race, color, national origin, sex (including sexual orientation or transgender identity) disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category (collectively "Protected Classes”), in its programs and activities, including employment opportunities. Inquiries related to issues of discrimination on the basis of disability should be directed to the Director for Special Education at (231) 767-7249. All other discrimination inquiries or requests for special accommodations to participate in a program, event, or activity should be directed to the Associate Superintendent for Human Services at (231) 767-7213.