Building Administrative Assistant - Special Education

Northview Public Schools•Grand Rapids, MI

8d•Onsite

About The Position

As a Building Administrative Assistant at the Office of Special Education, your primary role is to support the smooth and efficient functioning of the special education department by supporting the Director of Special Services and performing a wide range of administrative and clerical tasks. You will play a crucial role in ensuring that daily operations run seamlessly and that the administrative needs of the department are met.

Requirements

High school diploma or equivalent
Proven experience as an administrative assistant or in a similar role.
Proficiency in using office software such as Microsoft Office (Word, Excel, Outlook), Google, and other relevant software applications.
Strong organizational and time management skills.
Excellent communication and interpersonal abilities.
Attention to detail and the ability to maintain confidentiality.
Ability to handle multiple tasks and prioritize effectively.
Familiarity with basic office equipment (e.g., photocopiers, scanners, printers).

Nice To Haves

Associate's degree or relevant certification is a plus.
Proficiency in utilizing/navigating MIPSE, our special education software application, highly preferred.

Responsibilities

Greet and assist visitors, answer phone calls, and respond to emails.
Maintain a tidy and organized office environment.
Manage office supplies, order new supplies as needed for the office and department members, and ensure proper inventory levels are maintained.
Organize and maintain physical and digital files, records, and documents.
Input and update data into spreadsheets, databases, and other systems.
Prepare and distribute reports, memos, and correspondence.
Participate in regular MIPSE user groups as scheduled by Kent ISD.
Support compliance tasks for IEPs, Evaluations, REED due dates etc.
Coordinate and schedule appointments, meetings, and events.
Manage and update the calendar for executives or team members.
Send out meeting invitations and reminders.
Draft and edit documents, letters, and emails.
Proofread and format documents for accuracy and professionalism.
Handle incoming and outgoing mail and deliveries.
Communicate identified updates within MIPSE to Director of Special Services and Special Education Department accordingly.
Communicate and coordinate with parents regarding documentation and records.
Coordinate and communicate special transportation needs for students with disabilities.
Maintain records of expenses, invoices, and receipts.
Prepare expense reports and track budget expenditures.
Provide support for Director of Special Services.
Perform other administrative tasks and projects as assigned.