Administrative Assistant to the Superintendent

    Charlotte Public Schools
    Charlotte, MI
This position plays a significant role in the coordination and execution of supporting the Superintendent and Board of Education in a variety of administrative support related duties. Incumbent will support busy offices and must have the ability to work independently with minimal direction to prioritize and organize high volumes of work. Assists, processes, and maintains accurate and complete documentation. Communicates information by composing memos and correspondence to employees and others. Maintains current knowledge and is responsible for adhering to and communicating policies and procedures. Works in an office environment with a strong emphasis on exceptional customer service.

Position Responsibilities
• Communications, research and confidential work pertaining to position.
• Coordinate school elections with Election Manager, City Clerk/County Clerk as it relates to submitting ballot language for ballot questions, school board vacancies, publishing candidate positions due to be elected, filing “Acceptance of Office” forms, etc., coordinating the payment of election expenses to the Election Manager and all other duties required of a school board secretary in conducting the school elections as prescribed by law.
• Draft marketing and public relations materials and communications, as directed by Superintendent.
• Assist Superintendent with updating/maintaining District website and social media accounts.
• Coordinate and prepare local, state and federal reports, as required.
• Maintain accurate information for the Michigan Department of Education’s Education Entity Master for the district.
• Attend board meetings, including special board meetings, and prepare agendas / minutes / and information for the board using meeting preparation software, includes legal notices and postings.
• Prepare resolutions and follow-up material following board meetings.
• Follow legal guidelines for student discipline hearings including timelines, certified letters, material for meeting and all follow-up letters / resolutions.
• Prepare and/or edit and revise board policy and administrative guideline information working with the District’s policy advisor and policy software for the superintendent’s and policy subcommittee’s review and subsequent action by the Board. Ensures Board approved revised policies are updated in the policy software.
• Assist in the process of schools of choice, transfer-in, release of students to and from other school districts with the District Registrar.
• Assist Superintendent with FOIA requests, timelines and responses.
• Reconcile monthly purchase card accounts for superintendent’s office.
• Participate in central office administrator meetings, as appropriate.
• Plan and organize all facets of back to school employee service recognition and end of year retirement events including awards from district and board of education.
• Send out student transcript requests during summer break when high school office is closed.
• Responsible for ensuring that the district phone line night transfer is complete at the end of each day.
• Assist general office duties such as answering central office phones and mail distribution.
• Perform allied or related duties as assigned by Superintendent.

• This position requires knowledge equivalent to that which normally would be acquired through the completion of an Associates degree, Bachelor’s degree preferred.
• This position requires a minimum of three to five years of job experience in a school setting preferred.

Knowledge/Skills/Abilities Required
• Proficient in Microsoft Office programs.
• Positive, high-energy, “can-do” attitude, intelligence, and excellent interpersonal/people skills.
• Must possess excellent skills in data management, data entry, and have knowledge of a variety of computer applications, preferably MS Office.
• Knowledge of general office practices, procedures, and operation of various office equipment.
• Strong attention to detail. Able to monitor/track deadlines within tight timeframes.
• Well organized, diligent and thorough in promptly and efficiently managing multiple tasks.
• Excel in an environment of continued change and growth.
• Excellent written and verbal communication skills.
• Strong analytical and problem solving skills.
• Must maintain confidentiality at all times.
• Ability to work independently and make decisions in accordance with established policies and regulations.
• Polite, courteous, and tactful with internal and external customers.
• Ability to be an ambassador for the organization at all times.

Hiring Solutions LLC provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Hiring Solutions LLC complies with applicable state and local laws governing nondiscrimination in employment.