Position Title: Secretary – Office of Extended Learning

Bargaining Unit: Grand Rapids Association of Educational Office Personnel (GRAEOP)

Pay Rate: $18.02/hour

Earning Days:Determined by the negotiated calendar

GRPS MISSION: Our mission is to ensure that all students are educated, self-directed and productive members of society.

SUMMARY OF POSITION:

Responsible for assisting the OEL with the efficient operation of the office and accomplishment of the program objectives. Responsible for participating as a team member and providing secretarial support services to the Director of Office of Extended Learning (OEL), the LOOP Program Coordinator, and Academic Coordinator.

ESSENTIAL JOB FUNCTIONS - Essential functions under the Americans with Disabilities Act may include any of the following duties, knowledge and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular on time and in person attendance is an essential function of this job. Other essential functions may include, but are not limited to the following:

JOB FUNCTIONS:

• Provide customer service to all customers of the school and community. Responsible for being the initial contact person for parents and visitors. Provide appropriate responses when able or direct the individual to the appropriate contact.
• Copies, fax, and mails office correspondence and other related written information
• Assist the director and program coordinator(s) with various tasks including message handling, written communications (including newsletters, flyers & brochures), answering mail, filing, payroll, and scheduling
• Responsible for the timely input, maintenance and producing reports for 21^st Century grants and student records system, including input of student general information utilizing GEMS, MEGS , SYNERGY and EZ Reports
• Responsible for the timely input and maintenance of LOOP staff records system including input of Comprehensive Childcare Background Check information utilizing the State of Michigan (LARA) CCBC Online system and OEL’s CCBC spreadsheets 
• Responsible for ordering and maintaining inventory of all program supplies and equipment for all program staff, process purchase requisitions, and supply requests as needed
• Assist in producing computer generated reports, correspondence, and other needed information
• Maintain an accurate filing system, including an electronic system, for program documents
• Renew site licenses and maintain accurate licensing related records 
• Timely process staff payroll for authorization and keep accurate records
• Assist in the coordination of production of calendars
• Schedule meetings and workshops; secure forms; order food; maintain attendance records and take minutes
• Organize workload to comply with deadlines
• Assist in the planning and carrying out of special events
• Assist with transportation needs for the program, including confirmation of routes, ordering transportation for trips, etc.
• Responsible for attending all training and program activities
• Responsible for attending necessary training, meetings, etc. to obtain or maintain necessary knowledge and skills to be successfully on the job
• Coordinate office and staff appointments
• Maintain accurate records of all budgets; reconcile budgets for review by the director
• Prepare and process all budget requests including supply orders, purchase orders, fund transfers, and payroll forms
• Assist with the preparation and administration of the budget 
• Maintain effective communication with internal and external customers
• Assist with projects (e.g., field trips, presentations, and recognition programs). 
• Prepare graphs, charts, fliers, brochures, and newsletters.
• Assist in the development of program marketing materials and the publicizing of the program 
• Assist with the coordinating of transportation, staff assignments and building use forms for program activities 
• Interact with co-workers, administration, students, parents, and the community in positive, cooperative, and supportive ways 
• Other duties as assigned
• Ability to maintain in-person attendance

This description is intended to describe the type and level of work performed by a person assigned to this position. It is not an exhaustive list of all duties and responsibilities required to be performed in the position.

REQUIRED QUALIFICATIONS:

• High School Diploma or equivalent, required

• One year of successful previous secretarial experience.

• Demonstrated excellent communication skills, both written and verbal
• Demonstrated experience working with computers required
• Working knowledge of Windows based programs (word processing & spreadsheets), required
• Demonstrated excellent organizational skills, including filing and records maintenance
• Demonstrated excellent bookkeeping and accounting skills
• Demonstrated ability to manage multiple tasks
• Demonstrated ability to make decisions independently
• Demonstrated excellent attendance and punctuality
• Demonstrated ability to work as a member of the team
• Demonstrated ability to work in a diverse environment
• Demonstrated ability to prioritize work assignment and work without direct supervision
• Demonstrated analytical skills to interpret requests for information

PREFERRED QUALIFICATIONS:

• Knowledge of District operations preferred
• Working knowledge of the district’s e-mail, student records, payroll and financial systems preferred or the willingness and the ability to learn
• Experience with Microsoft Publisher preferred

ADA REQUIREMENTS:

The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS:
While performing the duties of this job, the employee is required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, talk, hear (in a quiet or noisy environment). The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust/focus.

WORK ENVIRONMENT:
The noise level in the work environment is usually loud to moderate. Work is performed indoors although there will be required outdoor activities. The employee is directly responsible for the safety, well-being, and work output of students.

MENTAL FUNCTIONS:
While performing the duties of this job, the employee is required to compare, analyze, communicate both orally and in writing, copy, coordinate, instruct, compute, synthesize, evaluate, use interpersonal skills, compile, and negotiate.

METHOD OF APPLICATION:

Grand Rapids Public Schools manages employment applications online. Applications must be completed online at https://grps.tedk12.com/hire. No hardcopy applications/resumes will be accepted for this position. Computer terminals are available in the GRPS Franklin Campus lobby from 8:00am – 4:00pm, Monday-Friday, for applicant use (Monday – Thursday during the summer).

Non-Discrimination

The Grand Rapids Public Schools will not discriminate against any person based on race, sex, sexual orientation, gender, gender identity and expression, height, weight, color, religion, national origin, age, marital status, pregnancy, disability, veteran or military status.

Americans with Disabilities Act accommodations: Assistance with the application process may be requested through the Human Resources Department at 616 819-2022 or humanresources@grps.org