(1.0) Secretary to the Director of Operations (Level l - 12 months)

Livonia Public Schools•Livonia, MI

2d•Onsite

About The Position

The Secretary to the Director of Operations provides primary administrative support for the Operations Department and Information Technology Department, serving as a first point of contact for staff, vendors, contractors, community members, and visitors. The position coordinates administrative services, purchasing and bid administration, Board of Education support, payroll reporting, records management, departmental communications, and customer service while managing multiple priorities. This is a Level I, twelve-month position working eight hours per day. Salary and benefits are governed by the agreement between Livonia Public Schools and the Livonia Secretarial Association, Michigan Education Association.

Requirements

High school diploma or GED required.
At least three years of successful secretarial, administrative assistant, or office support experience.
Experience using Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Strong organizational and time-management skills.
Excellent verbal and written communication skills.
Demonstrated ability to provide exceptional customer service.
Ability to establish and maintain positive working relationships with staff and community members.
Ability to prioritize multiple projects and meet deadlines with accuracy and attention to detail.

Nice To Haves

Associate degree preferred.
Experience in a school district, public sector, or business office environment preferred.

Responsibilities

Provide administrative and clerical support to the Director of Operations and Information Technology Department, and potentially cross-functional support to other departments supervised by the Director.
Maintain department calendars, schedules, files, confidential records, organizational charts, contact lists, and records systems.
Prepare correspondence, reports, presentations, spreadsheets, and related documents.
Serve as the primary contact for departmental phone lines, visitor inquiries, and communications.
Process purchase orders, requisitions, invoices, contracts, and departmental budgets; support technology purchasing, recordkeeping, and vendor coordination.
Coordinate the posting, tracking, and administration of public bids, leases, notices, and requests for proposals; prepare bid documents and assist with bid openings in accordance with district and state requirements.
Maintain procurement records, contracts, and related documentation.
Prepare and maintain Board of Education agendas, reports, committee meeting materials, minutes, and supporting documentation; attend meetings as assigned and prepare official minutes.
Assist with Board agenda items and follow-up documentation concerning operational and technology matters.
Maintain payroll, timekeeping, and personnel records for assigned departments; assist with payroll reporting, time entry, absence tracking, and related documentation.
Coordinate with Payroll and Human Resources as needed.
Maintain electronic filing systems, databases, websites, and departmental records.
Maintain Operations and Technology Department information on the district website.
Assist with facility lease administration, tenant communications, and district election planning.
Support capital improvement projects, operational initiatives, technology projects, and special initiatives.
Support emergency preparedness planning and maintain departmental contact information.
Serve as liaison among district departments, contractors, vendors, public agencies, and community partners.
Provide customer service to employees, contractors, vendors, and community members, and communicate with district personnel about operational and technology processes.
Perform special projects and other duties assigned by the Director of Operations & Information Technology.

Benefits

Traditional pension for eligible newly hired public school employees, subject to age and service requirements.
Tax-deferred retirement savings accounts with an employer matching contribution.
Personal Healthcare Fund (PHF), a portable, tax-deferred investment account for healthcare expenses in retirement; district matches employee contributions dollar-for-dollar on the first 2% contributed.
Medical insurance, including prescription drug coverage; district contribution is the maximum allowed by Michigan law. Family coverage is available to employees working 30 or more hours per week, and single coverage to those working 20 to fewer than 30 hours per week.
Optional cash in lieu of medical insurance for qualifying employees.
Dental, vision, and life insurance; district pays 100% of the premium for employees eligible for family coverage at 30 hours per week or single coverage at 20 hours per week.
Long-term disability coverage, with the district paying 100% of the premium for employees working 20 or more hours per week.
Employee Assistance Program offering confidential short-term counseling for employees and eligible family members, available seven days a week at no cost to the employee.
Paid holidays.
Earned vacation, sick, and bereavement days.
Longevity pay.
Paid 'act of God' days, such as snow days.
Children of employees who live outside district attendance boundaries may be eligible to attend Livonia Public Schools through schools of choice if the employee works 20 or more hours per week.