Administrative Assistant to the Assistant Superintendent of Learning Services

Position Type:
Administrative and Business Office Support/Administrative Assistant

Date Posted:
3/5/2025

Location:
Administrative and Community Services Center

Date Available:
06/02/2025

Closing Date:
03/14/2025

District:
West Bloomfield School District

Position Summary

The Administrative Assistant to the Assistant Superintendent of Learning Services provides support to the Assistant Superintendent of Learning Services and for District programs which are the responsibility of the Learning Services Department. The Administrative Assistant to the Assistant Superintendent of Learning Services performs work of a general office nature and must be highly proficient, professional, and accurate to ensure smooth operation of services. The Administrative Assistant to the Assistant Superintendent of Learning Services regularly interacts with a variety of stakeholders, including staff, patrons, community leaders, governmental agencies, and other school districts. The Administrative Assistant to the Assistant Superintendent of Learning Services engages in work of a highly complex nature, such as establishing and maintaining records, performing data entry, compiling and distributing materials and reports, and responding to inquiries from a variety of internal and external sources.

Supervision Received and Exercised

The Administrative Assistant to the Assistant Superintendent of Learning Services receives supervision from the Assistant Superintendent of Learning Services and direction from other higher-level staff. The Administrative Assistant to the Assistant Superintendent of Learning Services does not exercise supervisory responsibility over other employees.

Essential Duties and Responsibilities

• Function as the day-to-day Administrative Assistant for the Assistant Superintendent for Learning Services, which may include maintaining the Assistant Superintendent's calendar, making travel and conference arrangements, greeting and coordinating requests (in-person, telephone, and electronic) to speak and/or meet with the Assistant Superintendent, and preparing correspondence, memos, reports, newsletters, flyers, brochures, and spreadsheets.
• Collaborate with other personnel to prepare the Consolidated Application, Section 41 Bilingual Grant, Immigrant Grant; and other State and Federal grants that may be presented to the district.
• Participate in Local Education Agency and Private Non Public (LEA and PNP) Work Sessions and State and Federal Program Meetings coordinated by the State and Federal Program Consultant at Oakland Schools.
• Serve as the McKinney Vento and Foster Care Liaison for the District, including participation in McKinney Vento and Foster Care Liaison meetings arranged by the Coordinator for Specialized Student Support at Oakland Schools.
• Support the Curriculum Consultants with various administrative requests.
• Open, distribute, and prioritize mail for the Department.
• Maintain accurate budget codes, files, user lists, address labels, and committees.
• Initiate logistics of many district workshops and departmental meetings, which may include room reservations, set-up, placement of catering and supply orders, and notification of events.
• Manage the Learning Services Department budget. Order materials and supplies. Review, process, and pay all invoices in accordance with district policies and procedures.
• Maintain up-to-date records in the District's professional development management tracking system.
• Serve as the District State Continuing Education Clock Hours (SCECH) coordinator, submitting SCECH program applications, verifying attendance at professional development events, and maintaining and reporting accurate records.
• Keep accurate records of the District's mentoring program and teachers' building mentor assignments.
• Prepare agendas, notices, and minutes for Curriculum Council meetings and other departmental meetings as directed.
• Utilize computer applications such as spreadsheets, word processing, calendar, e-mail, and database software in the performance of the duties of the position.
• Independently organize work, set priorities, meet deadlines, and follow up on assignments.
• Maintain regular and reliable work-site attendance.
• Communicate effectively in person, over the phone, and in writing.
• Establish and maintain cooperative and effective working relationships with others.
• Perform other duties as assigned.

Qualifications

• High school diploma required. Associate's degree or higher preferred.
• Three years of experience in public school district setting preferred.
• Demonstrated ability to manage workflow with an emphasis on accuracy, customer service and timeliness.
• Demonstrated knowledge and implementation of relevant technology applications, with experience in KALPA, MEGS Plus, NexSys, BusinessPlus preferred.
• Ability to establish priorities and meet deadlines accurately and precisely.
• Self-directed with the ability to perform job tasks with minimum supervision.
• Customer-service oriented with strong writing and verbal skills.
• Strong interpersonal skills to maintain effective relationships with staff.
• Demonstrate a high degree of initiative, ability to complete tasks independently, and the ability to multitask.
• Ability to recognize problem areas, seek, and provide solutions to increase efficiency.
• Represent the West Bloomfield School District in a positive manner to internal and external stakeholders.
• Demonstrate a sincere liking for people of all ages and ability to resolve their concerns without sacrificing objectivity for the needs of the organization.
• Must pass a basic clerical skills test administered by the Office of Human Resources.

Work Mode

The work for this position requires a fully onsite presence.

Salary

In accordance with the current WBAAA collective bargaining agreement - Classification 40 (starting rate is $22.79/hr).

Physical Demands

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. The Administrative Assistant to the Assistant Superintendent of Learning Services is required to sit for prolonged periods, stand, walk, talk, hear, operate a computer, hand-held learning devices and other office equipment, reach with hands and arms, and must occasionally lift and move up to 10 pounds. The Administrative Assistant to the Assistant Superintendent of Learning Services must be able to read small print and view a computer screen for prolonged periods. The Administrative Assistant to the Assistant Superintendent of Learning Services must be able to be understood in face-to-face communications, to speak with a level of proficiency and volume to be understood in an office environment and over a telephone or computer. The Administrative Assistant to the Assistant Superintendent of Learning Services must be able to have repetitive wrist/hand/finger movement to work on a computer and related office equipment.

Environmental Elements

The Administrative Assistant to the Assistant Superintendent of Learning Services works primarily indoors, in general office conditions, which includes quiet to moderate noise levels. The Administrative Assistant to the Assistant Superintendent of Learning Services must be able to tolerate frequent work interruptions, work cooperatively with others, and work independently.

Working Conditions

The working conditions of the Administrative Assistant to the Assistant Superintendent of Learning Services are described in the WBAAA collective bargaining agreement.

Pre-Employment Conditions

• Livescan criminal background check
• Unprofessional conduct background check

The information contained in this job description is not an exhaustive list of the duties performed for this position and may be subject to change or modification by the West Bloomfield School District.

The West Bloomfield School District 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.