No experience
Employment Type:
Full time
Job Category:
Secretary - Elementary and English Language Learners...
(This job is no longer available)
Grand Rapids Public Schools | Grand Rapids, MI
Grad Date

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Job Description

Posting Title: Bilingual Administrative Assistant (B Level)

Office: Elementary School and ELL

Earning Days: 260 or as annually determined by the contract

Hourly Rate: $12.07 and comprehensive benefits package

GRPS Mission: Our mission is to ensure that all students are educated, self-directed and productive members of society.


The incumbent is responsible to and provides administrative support services to the Executive Directors of K-8 Schools and EL. The successful candidate will work closely with the Executive Director and the School Improvement Facilitators providing a link with the principals, other district staff, parents, students and the community. Applicant must possess excellent English and Spanish, verbal and written skills.


Essential functions under the Americans with Disabilities Act may include any of the following duties, knowledge and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular attendance is an essential function of this job. Other essential functions may include, but are not limited to the following:


* Assist in the administration and operation of district, state and federal programs including Title III, Migrant and Bilingual education.
* Assists with duties requested daily. Takes dictation, compiles office information, researches data and prepares reports, provides timely report completion.
* Responsible for having a working knowledge of the administrators' responsibilities in order to effectively assist with completion of job tasks and major projects.
* Assist with preparation and coordination of formal presentations and parent meetings.
* Interpret requests for information; determine appropriate information to be generated in order to respond to citizens, board members, news media and other staff on a variety of topics. Research, identify or prepare appropriate information for responses to such requests.
* Responsible for tracking program material inventories.
* Responsible for updating and distributing program manuals.
* Responsible for interpreting and translation- Spanish/English
* Assist with program planning, including summer school.
* Responsible for accessing Total Recall, other student information databases and inputting and updating appropriate student information in MEDS (Migrant Education Data System).
* Responsible for entering student information or authorized information into MEGS (Michigan Electronic Grants System).
* Answers main office telephone, assists cabinet members, principals, parents, district staff and community, providing administrative assistant support and backup for others in the Central Office Academic office, as necessary. Summarizes and prioritizes phone and other messages, responding for administrator as appropriate, directing calls to the appropriate person within the District.
* Schedules meetings, maintains GroupWise calendar, maintains daily schedule for administrator(s), organizes and prioritizes all communications within the division.
* Assists in preparation and organization of all meetings and special in-services. Prepares/types materials, assemble packets; arrange scheduling of speakers, and coordinate details. Prepares evaluations, organizes and reports the data back to the executive director.
* Attends meetings, records and transcribes minutes. Assists with the organization of District level meetings as necessary.
* Processes staff payroll, maintain records including extra compensation for training, in-service and curriculum development. Also processes numerous supplemental time sheets from schools confirming the account numbers and rates of pay.
* Assisting in the preparation and administration of department budgets, working directly with business office staff to maintain and monitor budgets for assigned areas.
* Distributes mail, compose and types correspondence, processes purchase orders and supply requisitions, budget transfers, fund transfers, mileage reimbursement forms and payment request forms. Conducts regular meetings with the Executive Director to provide updates on department expenses.
* Responsible for developing and maintaining work systems that provide effective organization and quality work for the department administrator.
* Organizes and maintains filing system for correspondence, information, data, records, etc.
* Interacts with co-workers, administration, students, parents & the community in positive, supportive and cooperative ways.
* Coordinate district wide functions, as required by the administrator.
* Performs other duties as assigned.


* High School diploma or equivalent required.
* Associate's Degree in Secretarial Science or Computer Science, preferred.
* Excellent bilingual English/Spanish, written and verbal skills, preferred.
* Three years of successful cabinet level administrative assistance experience, preferred.
* Knowledge of the District and its operations and procedures, required.
* Experience in a school building, preferred.
* Demonstrated experience working with computers, required. Excellent knowledge of Windows based programs (Word, Excel, Access, Publisher, PowerPoint), required. Proficiency in the District's GroupWise email program, payroll, student and financial systems strongly preferred.
* Demonstrated high level of technical skills. Must be able to transfer data from one system to another and create: manage reports, documents etc. in a timely manner.
* Demonstrated shorthand skills, preferred.
* Experience with a variety of office equipment.
* Demonstrated excellent organizational skills, required.
* Demonstrated ability to work well with school District employees, parents, students and community members.
* Demonstrated ability to work well as a team member.
* Demonstrated ability to work in a diverse environment.
* Desire to continuously improve skills and knowledge.
* Demonstrated accurate typing skills.
* Demonstrated evidence of leadership ability.
* Demonstrated respect for confidentiality of information.
* Demonstrated excellent attendance and punctuality.
* Ability to handle diverse projects in a limited amount of time and under pressure.
* Demonstrated flexibility and initiative.
* Demonstrated ability to work well in high stress situations.
* Experience and knowledge in dealing with the public, media, and diverse groups of people as well as the ability to communicate and comprehend independently.
* Demonstrated ability to work effectively under pressure and in an environment of constantly changing priorities and work assignments.
* Demonstrated effective writing, spelling, and verbal communication skills.
* Demonstrated ability to work independently.
* Willingness and ability to work overtime without prior notice, as necessary.


The Board will use a standardized assessment process administered by Human Resources to assist in determining the qualifications of applicants. The same assessments will be administered to all applicants for the same position.

If more than one employee applicant meets the posted qualifications, the Board shall consider the applicant's training, experience, performance history, and additional education appropriate for the position. Attendance and punctuality is part of your performance. Attendance information will be reviewed one year back. If there is an attendance/punctuality issue that we should be aware of, please attach an explanation to your bid form.

Passing levels are provided below:

All GRAEOP Positions:

Keyboarding 45 WPM/90% Accuracy

Editing formatting from a Rough Draft 60%

Proofreading 80%

Basic Math 80%

Basic Word 80%

Basic Excel 80%

Spreadsheet 60%

Customer Services - Telephone 80%

If you have successfully passed the assessments for the level of the job for which you are applying within the last three years, you do not need to retest. It is the applicants' responsibility to contract Human Resources to arrange for testing before the closing date of the posting period. If you fail to contact HR to schedule testing within the posting period, you may not be considered for the position. If you have questions regarding your assessment status, please contact Human Resources @ 819-2022.

ADA Requirements:

The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.


The noise level in the work environment is usually moderate.


While performing the duties of this job, the employee is required to compare, analyze, communicate, copy, coordinate, instruct, compute, synthesize, evaluate, use interpersonal skills, compile and negotiate.

This description is intended to describe the type and level of work performed by a person assigned to this position. It is not an exhaustive list of all duties and responsibilities required to be performed in the position.


A letter of interest and resume must accompany the electronic application for full consideration. A complete job description and electronic application can be accessed on the district website at www.grps.org. No paper applications/resumes will be accepted. No telephone calls please.

About Grand Rapids Public Schools

GRPS is proud to offer the largest, most diverse selection of educational choices and opportunities in all of West Michigan ??" so parents can choose the best schools and educational programs for their child??Ts academic growth and success