Administrative Assistant - Early On

Provides administrative and clerical support to all aspects of the Early On program at Kent ISD, ensuring efficient daily operations and effective communication among staff, families, and community partners.

General Responsibilities

• Provide comprehensive administrative support to program supervisors, including preparing, editing, and proofreading correspondence, reports, meeting minutes, and other documents.
• Handle incoming and outgoing communications, including phone calls, emails, and mail; respond to routine inquiries and refer complex matters to supervisors as needed.
• Collect, compile, and organize special education data for financial, local, state, and federal reports.
• Greet and assist visitors, providing excellent customer service and maintaining a welcoming environment.
• Establish and maintain confidential records, files, and databases in both digital and manual formats.
• Assist with scheduling meetings, maintaining calendars, and coordinating program events.
• Support accurate recordkeeping for grants, budgets, and other program documentation.
• Participate in ongoing professional development to enhance job performance.
• Perform other clerical and administrative duties as assigned.

Knowledge, Skills, and Abilities Required:

• High school diploma required; minimum two (2) years of administrative or secretarial experience, preferably in special education or early childhood settings.
• Proven proficiency in administrative functions, including document management, scheduling, and data entry.
• Strong interpersonal and communication skills, demonstrating discretion, integrity, and professionalism when working with families, staff, and community partners.
• Experience handling financial data and working with Microsoft Excel preferred.
• Ability to interpret and follow detailed instructions, policies, and procedures.
• Strong organizational skills with attention to detail and the ability to manage multiple priorities independently.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace, with the ability to learn new technology tools as needed.

Specific Duties and Responsibilites:

• Assist families and community partners with the Early On at Kent ISD intake process, including entering referrals, collecting documentation, and scheduling evaluations.
• Create, edit, and proof program documents, including reports, presentations, grant applications, and newsletters.
• Manage department communications by responding to phone calls, emails, and mail; resolve or route inquiries as appropriate.
• Maintain appointment schedules, calendars, and logistics for meetings, trainings, and events.
• Support the development and maintenance of program databases and digital tools; provide technical assistance to staff.
• Monitor project timelines and ensure tasks are completed according to established deadlines.

Benefits: Robust benefit package includes full medical, dental, and vision insurance; generous paid sick and vacation days; State of Michigan School Employment retirement program; Kent ISD is a participating employer for the Public Student Loan Forgiveness program (PSLF/ SAVE plan) for eligible Federal student loans.

The above is intended to describe the general content of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Alternative requirements that may be appropriate and acceptable to the School Board may be considered. The requirements listed above are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The District does not discriminate on the basis of race, color, national origin, ethnicity, religion, sex (including gender identity or expression, sexual orientation, pregnancy, childbirth, or a related condition), age, height, weight, familial status, marital status, military service, veteran status, genetic information, disability, or any other legally protected basis, and prohibits unlawful discrimination, including harassment and retaliation, in any education program or activity that it operates, including in admission and employment. The Coordinator for Title IX, Section 504, the Age Discrimination Act and Title II is: Dave Rodgers, Assistant Superintendent of Human Resources