Secondary Administrative Assistant

SECONDARY & SPECIAL EDUCATION ADMINISTRATIVE ASSISTANT

District: Potterville Public Schools

Position Type: Administrative Assistant

Funding Source: General Fund 

Calendar: District Assigned Calendar

Reports To: Building Principal & Special Education Coordinator

• Application Link: https://ppsvikingsmi.tedk12.com/hire/index.aspx

Position Summary

The Secondary & Special Education Administrative Assistant serves as a key operational and organizational support role within Potterville Public Schools. This position supports the daily operations of the secondary office while also coordinating administrative systems connected to special education programming, scheduling, communication, and compliance support.

The Administrative Assistant serves as an important point of contact for students, families, staff, service providers, and community members while helping ensure smooth office operations, accurate records, coordinated communication, and effective student support systems.

This position requires strong organizational skills, professionalism, discretion, adaptability, attention to detail, and the ability to manage multiple priorities and timelines in a fast-paced educational environment.

Who Should Apply

Potterville Public Schools is seeking individuals who:

Build positive relationships with students, families, staff, and community members

• Are highly organized and able to manage multiple responsibilities simultaneously
• Communicate clearly, professionally, and compassionately
• Demonstrate strong attention to detail and follow-through
• Are comfortable learning and navigating technology systems including PowerSchool, MISPE, MiApp, Google Workspace, and district software platforms
• Thrive in collaborative environments while maintaining confidentiality and professionalism
• Can balance structure, consistency, flexibility, and problem solving in support of district operations
• Value teamwork, student support, and service-oriented leadership

Key Responsibilities

Office Operations & Customer Service

• Serve as a welcoming first point of contact for students, families, staff, and visitors
• Manage front office operations including phones, entry systems, visitor management, and student sign in/sign out procedures
• Support communication between school staff, families, and community members
• Coordinate mailings, transcripts, records requests, and distribution of school materials
• Organize and maintain office files, records, forms, and operational systems
• Coordinate calendars, meetings, events, and building logistics
• Assist with ordering supplies, tracking purchases, and maintaining office inventory
• Process and review timesheets and related documentation
• Manage small financial transactions and office-related deposits as assigned

Student Support & Health Coordination

• Monitor students who are ill or injured until parent/guardian arrival
• Coordinate communication with families regarding illness, injuries, or student concerns
• Assist with injury reports and accident documentation
• Help maintain safe, organized, and student-centered office environments

Attendance, Pupil Accounting & Records

• Assist with accurate attendance records 
• Aid pupil accounting processes including Count Day preparation and reporting
• Collaborate on immunization and required student documentation with the Student Services/Enrollment Administrative Assistant
• Help maintain accurate PowerSchool and student information system data
• Support tracking and documentation connected to 31a and other applicable programs

Special Education Administrative Support

• Create and maintain MISPE accounts 
• During count/pupil accounting, manage the Worksheet B’s for case manager. Once completed, gather signatures and then upload final documentation into MIPSE under each case manager. Originals go to head of pupil accounting. 
• Facilitate and maintain the MiApp site for administrative assistants and special education processes
• Confirm and maintain calendars within MISPE
• Reserve conference rooms for IEP meetings across the district
• Structure and coordinate IEP meeting schedules across the district
•  Coordinate communication related to IEP scheduling and meeting logistics
• Maintain organized records and documentation connected to special education processes
• Support communication between special education staff, families, service providers, and administration
• Maintain confidentiality regarding all student records, services, and special education matters

Communication & Operational Coordination

• Coordinate communication with staff regarding student attendance, transportation changes, and operational needs
• Maintain confidentiality while handling sensitive student, staff, and district information
• Support operational systems connected to safety procedures, visitor management, and office organization
• Participate in required training and professional learning opportunities
• Perform other duties as assigned by building administration
• Perform other duties as assigned by the special education director that directly relate to compliance with state or federal regulations

Compensation

Compensation will be provided in accordance with applicable district policies, collective bargaining agreements, and approved salary schedules. Specific compensation details will be discussed with selected candidates. 

Nondiscrimination: The Board of Education does not discriminate on the basis of race, color, national origin, sex, (including sexual orientation and 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.