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Executive Assistant to the Superintendent

Executive Assistant to the Superintendent


Reports To: Superintendent

FLSA Status: Non-exempt

Work Schedule: Full-time (260 workdays)

Starting Date: ASAP

Pay Scale: Commensurate with experience and training ($28-$35 per hour)  


JOB SUMMARY:

Hamilton Community Schools is seeking a highly motivated and experienced Executive Assistant to join our team and provide exceptional support to the Superintendent, Board of Education, and the district as a whole. This dynamic role requires a blend of administrative and pupil accounting expertise, along with excellent communication, interpersonal, and leadership skills. If you are in search of a unique and rewarding opportunity to impact student success at all levels, we encourage you to apply!


LOCATION: Administration Office


ESSENTIAL FUNCTIONS OF THE JOB:

The following are intended to describe the general nature and level of work being performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed by such a person.


Executive Assistant Duties:

  • Coordinate and manage the day-to-day operations of the Superintendent’s office to ensure that parents, staff, and the public are greeted and assisted positively and efficiently.
  • Manage calendar and schedule appointments for the Superintendent.
  • Prepare presentations, correspondence, and reports as assigned.
  • Oversee office operations and ensure efficient workflow.
  • Maintain confidential information with discretion.
  • Assist in organizing and representing the district at community events and functions.
  • Serves as a positive public relations advocate for the school district, including dissemination of school information.
  • Manage and distribute updated policies and procedures to ensure all relevant staff and community are provided accurate information.
  • Comply with all district policies and procedures.
  • Performs other related duties as assigned by the Superintendent. 

Board of Education Support:

  • Attend all Board meetings and prepare accurate minutes.
  • Prepare the agenda for the Board of Education meetings in consultation with the Superintendent.
  • Prepare all materials for the Board of Education meetings including regular meetings and work sessions.

Pupil Accounting:

  • Manage student enrollment and withdrawal processes.
  • Maintain accurate and up-to-date files, and records. 
  • Coordinate the Fall and Spring pupil counts.
  • Provide pupil accounting support and training for the district including the submission of all reports and coordination of data collection.
  • Monitor additions, deletions, and revisions of the PowerSchool and MSDS databases and train secretaries on new count requirements.
  • Prepares district-level pupil accounting reports for all required count days as mandated by the state.
  • Researches and resolves questions and/or problems regarding residency for school district personnel and residents.
  • Serves as the district contact person for each of the reports submitted.
  • Maintains files and summary data for all count reporting.
  • Maintains all Universal Identifier codes (UIC) numbers district-wide and resolves as necessary.
  • Serves as PowerSchool liaison for the school district.
  • Keep district administrators, office staff, and secretaries updated as changes take place at the state level as per reporting practices, requirements, and procedures.
  • Act as liaison between district staff and MISD auditor when questions and/or concerns arise.
  • Attend training/conferences as required to keep up to date on the changes in laws, regulations, and requirements from the State and Federal government. Distribute this information to staff as it pertains to their positions.
  • Develop and maintain a district Count Procedures handbook.
  • Oversees All District Enrollment and Schools of Choice.
  • Keep the Superintendent updated on changes in upcoming issues in pupil accounting requirements.
  • Reports to be submitted; Fall, spring, Early Childhood (ECSE) (3 times a year), Graduation Dropout, (GAD), Teacher Student Data Link (TSDL), End of Year (EOY), Days and Hours, and all Student Record Maintenance (SRM) as needed and others as directed.

Leadership & Development:

  • Serve as the leader of the district secretaries' employee group.
  • Provide guidance and support to district secretaries.
  • Plan and lead regular professional development opportunities for the secretaries group.

Other functions of the job include but are not limited to the following:

  • Ability to establish and maintain effective working relations with co-workers, supervisors, administrators, and school community members.
  • Promptly return phone calls and answer emails.
  • Assists other members of the Central Office Staff as needed.
  • Participate in appropriate professional activities/training when necessary.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 

  • High School diploma or equivalent.  Associate's degree or greater in Business, Technology, Education, or related field preferred.
  • 5 years of progressively responsible office experience or an equivalent combination of education and experience (in a K-12 educational system preferred)
  • Lead or supervisory experience preferred
  • Experience with pupil accounting procedures and regulations is strongly preferred.
  • Strong organizational and time management skills.
  • Excellent communication and interpersonal skills.
  • Proficient in using PC and experience with Microsoft Office software and/or Google Suite, Student Information Systems (PowerSchool), and Michigan reporting platforms such as CEPI, MEIS, and MCIR/SIRS.
  • Ability to deliver effective assistance and training to staff in the use of district SIS (PowerSchool), pupil accounting procedures, and data applications.
  • Ability to work independently and as part of a team.
  • Exhibit a high level of professionalism with the ability to handle confidential information, use good judgment, plan and handle complex projects and maintain a flexible attitude.
  • Ability to function in a fast-paced environment.
  • Ability to maintain a consistent presence at the assigned work site and regular work hours.
  • Excellent customer service skills.

BENEFITS:

  • Health insurance
  • Dental insurance
  • Vision insurance
  • Life Insurance
  • Long-Term Disability
  • Cash in lieu option  
  • Vacation and other paid time off

PHYSICAL REQUIREMENTS:

While performing the duties of this job, the employee is frequently required to sit, stand, walk, talk, hear, read, operate a computer or other devices, reach with hands or arms, and may occasionally push or lift up to 25+ lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.  

 

WHO ARE WE?

Hamilton Community Schools is a rural district located in West Michigan south of Holland and east of Saugatuck. Our well-maintained district consists of four elementary buildings (Bentheim, Blue Star, Hamilton Elementary, and Sandyview) along with one middle school, one high school, and Hamilton FLEX (Virtual, Blended, and Shared Time options). Hamilton prides itself on being a big district (135 square miles) with a small-town feel.


Hamilton Community Schools is one of 18 member public school districts within the Ottawa Intermediate School District (OAISD). Our district consists of 400 employees and over 2,400 full-time students and 1,100 non-public students in a variety of programs and formats. Hamilton Community Schools is known throughout the state as a premier district balancing a small-town atmosphere with educational innovation to meet the needs of each learner. The focus on K-12 academics, work-based learning, athletics, and the arts makes Hamilton a destination district. WE are HAWKEYES!

 

APPLICATION PROCEDURES: 

Submit an application, cover letter and resume using the online application system on the Hamilton Community Schools website www.hamiltonschools.us


https://hamiltonschools.tedk12.com/hire/ViewJob.aspx?JobID=165 

 

Any questions can be sent to Matt Blood, Director of Human Resources mblood@hamiltonschools.us 

 

EQUAL OPPORTUNITY EMPLOYER 

Hamilton Community Schools is an equal opportunity employer and will provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, sex, national origin, age, color, height, weight, marital status, familial status, gender, sexual orientation, gender identity, disability or veteran status with applicable state and federal laws.

 

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