Grand Rapids Public Schools is hiring: Executive Assistant in Grand Rapids

Position Title: Administrative Assistant - Elementary NE and SE Quadrants *SUMMARY OF POSITION: * The administrative assistant is responsible to and provides administrative support services to the Executive Directors of K-8 Schools and ELL. The successful candidate will work closely with the Executive Director and the School Improvement Facilitators providing a link with the principals, other district staff, parents, students and the community. Applicant must possess excellent English and Spanish, verbal and written skills. *ESSENTIAL JOB FUNCTIONS * - JOB FUNCTIONS: Assist in the administration and operation of district, state, and federal programs including Title III, Migrant, and Bilingual education. Assist with duties requested daily. Take dictation, compile office information, research data, prepare reports, and provide timely report completion. Understand 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. Responsible for interpreting and translation in both Spanish and English. Assist with program planning, including summer school. Responsible for accessing Total Recall, as well as other student information databases, and inputting and updating appropriate student information in MEDS (Migrant Education Data System). Responsible for entering student information or authorized information into MEGS (Michigan Electronic Grants System). Answer main office telephone, summarize and prioritize the phone and other messages, respond for administrators as appropriate, and directing calls to the appropriate person within the district. Assist cabinet members, principals, parents, district staff, and community, providing administrative assistant support and backup for others in the Central Academic Office, as necessary. Schedule meetings, maintain GroupWise calendar, maintain daily schedule for administrator(s), organize and prioritize all communication within the division. Assist in preparation and organization of all meetings and special in-services. Prepare/type materials, assemble packets; arrange scheduling of speakers, and coordinate details. Prepare evaluations, organize, and report the data back to the executive director. Attend meetings, records, and transcribe minutes. Assist with the organization of District level meetings as necessary. Process staff payroll and maintain records that include extra compensation for training, in-service, and curriculum development. Additionally, process numerous supplemental time sheets from schools, including confirmation of the account numbers and rates of pay. Assist in the preparation and administration of department budgets, working directly with business office staff to maintain and monitor budgets for assigned areas. Distribute mail, compose, and type correspondences, process purchase orders and supply requisitions, budget transfers, fund transfers, mileage reimbursement forms, and payment request forms. Conduct 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 administr