Program Secretary - Millet Learning Center

Saginaw Intermediate School District•Saginaw, MI

About The Position

Under the direction of the Principals of the Millet Learning Center, this position is responsible for the completion of the general secretarial workflow within the Millet Learning Center. The Program Secretary must have a working knowledge of all departmental functions. This position is required to accomplish a coordinated and collaborative team effort in the completion of responsibilities associated with school programs. Such as student accounting, basic knowledge of special education rules and regulations, knowledge sufficient for the timely processing of purchase orders and invoices, utilization of the transportation communication system and both oral and written communication with parents and/or guardians.

Requirements

Must have a High School diploma or GED equivalency.
Problem-solving skills.
General office experience, a minimum of three years.
The ability to work with diverse groups and individuals.
The ability to analyze situations or information and to follow tasks to successful completion.
The ability to demonstrate creative thinking skills.
Demonstrated ability and experience in word processing, database, spreadsheet, and presentation and communication software. (Tested)
Bookkeeping experience.
Typing and keyboarding skills, 60 words per minute (Tested)
Writing skills: attention to detail, ability to proofread, and correct errors. Above average in language arts, grammar usage, and spelling.
Excellent oral and written communication skills.
Ability to react to change productively.
Ability to prioritize, organize and manage one’s daily work schedule.
Ability to understand and follow both oral and written directions.
Willing to receive additional training provided by the district to improve skills.
Ability to work independently in a self-directed manner.
Interpret and translate facts and information into a presentation format.
Ability to exercise independent judgment.

Nice To Haves

Basic knowledge of special education rules and regulations.
Knowledge sufficient for the timely processing of purchase orders and invoices.
Utilization of the transportation communication system.

Responsibilities

Oversees and maintains Accounting Services at the Millet Learning Center and Saginaw ISD Ancillary Staff.
Initiate, gather all necessary information, and prepare scheduled routine reports within the designated timelines. These reports could include student reports, accounting reports, and the input and update of pupil records.
Oversees the Millet Learning Center purchase orders and invoice process.
Oversees conference center requests and accommodates guests in the building with proper procedures for conference center use.
Maintains and updates safety protocols for Millet Learning Center.
Oversees technology inventory for staff and students at Millet Learning Center.
Monitors and verifies the substitute payroll accounting process and routes absence reports to the appropriate principal as needed or requested.
Monitor, manage, and remain current in knowledge of established filing systems, such as CA60, Medicaid, Student Enrollment, and all other records within the student accounting system.
Responsible for a major department/area.
Make decisions about departmental workflow.
Management of program funds; accountability, including but not limited to: bookkeeping, maintenance of records for receipts and disbursements, recording/verifying entries or accounts, preparation, processing, and verifying of invoices, the set up and typing of financial reports, responsible for monetary transactions, and the monitoring of budgeted accounts for the department.
All telephone calls are answered in a pleasant, professional, and helpful manner.
All telephone calls are answered within three rings.
Consistently deliver excellent customer service
Knowledge and management of established filing systems.
Open, sort, and route incoming and outgoing correspondence.
Maintain confidentiality regarding student, parent, and staff information.
High-level decision-making authority.
Oversee the acquisition process and maintenance of departmental supplies.
Schedule and monitor equipment repair/service contracts.
Manage workshop, seminar, and meetings planning and preparations.
Develop and publish newsletters, flyers, and brochures. Create layouts, formats, and manner of distribution.
Creates/develops reports; presents findings in oral/written form, researches, and summarizes information.
Assist consultant/presenters in their secretarial needs.
Provide departmental orientations and training for new employees.
Manage department calendars; inclusive of scheduling appointments, conferences, meetings, and programs.
Create and modify program operations/procedures to meet the changing department requirements or needs.
Extensive contact with internal and external customers.