Administrative Assistant at Bay City School District in Bay City, MI

Job description

Starting at: $16.25 - $20.88 Bay City Public Schools - Position Description _____________________________________________________________________________ POSITION: Administrative Assistant, GSRP (Grade 13) DEPARTMENT: Early Childhood Department BARGAINING UNIT: BCESP REPORTS TO: Director of Early Childhood Programs PREPARED BY: Heather Novak DATE: 8/26/26 APPROVED BY: Matthew A. Cairy DATE: 8/26/26 _____________________________________________________________________________ SUMMARY : Responsible for coordinating and facilitating activities for the Early Childhood Department. To assist the immediate supervisor in the daily operations of the Early Childhood Department in a confidential manner. Must maintain an effective working relationship with coworkers, administrative staff, parents, and students. ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned. Assists in all areas related to the Early Childhood Department, including but not limited to professional development, special projects, recruitment and enrollment of students, budget, payroll of GSRP staff and contracted aides, maintaining and scheduling staff in the designated software systems, and ordering all GSRP materials and supplies. Monitors and responds to communication, schedules enrollment appointments and collects required documentation. Assists to maintain licensing records for each classroom required by the State of Michigan in designated binders and electronic folders. Produces print material, i.e. newsletters, PowerPoint presentations, and flyers with accuracy, meeting short and long-term deadlines. Manages multiple projects with ease and accuracy, meeting short and long-term deadlines. Takes initiative in locating useful information relevant to on-going projects or program needs. Takes initiative in proofreading all correspondence before it leaves the program office. Works in a collaborative fashion with Intermediate School District staff, building principals, staff, other District departments, parents, community members, and local businesses and foundations. Knows how to access information needed for program operation and/or production of program materials and maintains designated electronic folders for teacher resources, enrollment and payroll. Collects student attendance data daily and contacts families of absent students. Track and follow procedures for excessive absences. Assists the Director in organizing and facilitating program activities and presentations, as well as assists GSRP staff in daily duties and responsibilities related to the Early Childhood Department.. Demonstrates strong organizational skills related to management of an office and program data, including maintaining enrollment calendar and appointments for enrollment April-February. Able to effectively access assistance from community agencies/resources to assist parents, students, and/or program initiatives. Plans work and events within scheduled timeframes. Prepares orders (printing, supplies, food, etc.) and requisitions payment for related program activities according to district procedures. Processes overloads,stipend payments and mileage according to district procedures. Requisitions program supplies and materials for the program according to district procedures. Ability to work with a large, diversified population of students, parents, staff(s), and community members. Accumulates, verifies, and documents information relative to the program and/or events. Perform technological and recording duties as applicable to the position. Maintains accurate records, files and accounts for related departmental requirements. Serves as a public relations representative for the program to parents, students, community and citizens; greets visitors in a welcoming and professional manner at all times. Accumulate, verify, and file information relative to the department. Assist in preparation for monitoring and compliance reviews/visits. Maintains continuity of program operations in the