Office Professional Community and School Partnerships

The WISD's Mission is to educate, serve, and advocate with students, families, schools, and the community. We disrupt racial inequities, build just educational systems, and expand access for all learners. We value human potential while striving to support current and future generations of Washtenaw County to enrich as many lives as we possibly can.

The WISD’s Vision is to be a leader in empowering, facilitating, and delivering high-quality, boundary-spanning, educational system that educates all children through an equitable, inclusive, and holistic approach.

SUMMARY

The Office Professional 2 position performs a variety of clerical and administrative support work involving routines and broadly defined policies and procedures. This position greets and interacts with the public, works cooperatively with WISD staff, students, and parents. This position must perform duties in an accurate, professional, confidential, efficient, and timely manner. This includes coordination of communication within and between departments and constituent school districts, as well as local, state, and federal agencies.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Demonstrates a strong commitment to equity, social justice, and inclusion in all practices and position responsibilities.
• Demonstrates the ability to examine how his/her/their position (directly or indirectly) impacts educational inequities in student achievement outcomes.
• Engages in reflection and ongoing learning and development on critical concepts and terms identified in the Washtenaw ISD Educational Equity Policy including concepts such as cultural proficiency, racial equity, and systemic and structural inequities.
• Recognizes the importance of managing confidential information and understands the unintended consequences of mismanagement of information and data, including racism and preventing equitable student outcomes.
• Provides administrative assistance to the Community & Schools Partnership Department, including the department director, the Washtenaw County Complex teams (Adult Education, Jail Staff and Court Involved Youth Staff), Grants Coordination, Success by 6 Great Start Collaborative program (Mom Power), My Future Fund, and the Education Project.
• Implements and manages the coordination of virtual and in person department meetings, including management of related technology.
• Assists with live meeting management when needed by creating breakout rooms, taking attendance, playing videos, ensuring audio and visual work correctly for hybrid meetings.
• Manages department web content including edits to specific pages and coordination of changes when needed.
• Creates and digitizes forms and workflows for department programs; maintains submitted records.
• Schedules and arranges appointments, meetings, and conferences.
• Initiates budget preparation; prepares forms and assists the department in preparing and monitoring the budget.
• Assists with generating grant and program reimbursements and invoices, including review of support documentation for accuracy.
• Manages department purchasing including price comparisons, ordering, and coordination; manages receipts, payment, and reconciles credit card statements. 
• Creates and manages contract drafts through approval process, following internal processes.
• Processes purchase orders and invoices; assists with adjustments and transfers; reviews computer print-out balance accounts to assure accuracy.
• Transcribes notes, rough drafts, and verbal instructions.
• Prepares a variety of written materials including correspondence, bulletins, memoranda, calendars, requisitions, records, reports, and evaluations.    
• Prepares extra duty and special assignment requests for existing employees.
• Compiles and organizes information for the department; composes and responds to correspondence; opens, sorts, reviews,and routes mail.
• Works collaboratively with other departments to create new and efficient processes.
• Operates a variety of business and office machines including: a calculator, computer, copier,and communication equipment.
• Orders a wide variety of equipment, materials, and supplies; assures receipt and proper distribution.
• Forwards department Fax2Mail faxes and Education Project referrals.     
• Manages My Future Fund forms and data, including the form scanning process, Script submission reconciliation, and account data entry.
• Maintains VistaShare account data and organizes and coordinates the printing and distribution of forms.
• Manages process for enrolling and exiting court involved youth students in PowerSchool, including compiling data and creating accounts for new students.
• Answers phones and greets visitors; takes and relays messages.
• Represents the WISD as directed, in communications with constituents in a professional manner providing accurate information, facilitation and problem resolution.
• Provides information to students, parents, and personnel.
• Interprets, applies, and explains school procedures, regulations, and District policies.
• Maintains department organization including filing, scheduling of appointments, assistance with expense reports, time logs, and other related activities.    
• Completes bi-annual SafeSchools and Wizer trainings efficiently.    
• Manages special projects as assigned.
• Coordinates and assists with special events; assures adherence to legal requirements and Board policies.
• Leads meeting preparation, including development of agendas, materials for distribution, sign-in sheets, name tags, etc.
• Coordinates transportation, food, and incentives for training attendees.
• Communicates meeting updates and reminders.
• Manages social media postings when needed.
• Develops flyers and Save The Date messaging for public relations purposes.
• Initiates registration forms through Google and ABC Registration.
• Coordinates needs with other departments and communicates updates to program and contractor facilitators.
• Initiates and manages department SCECHs and CEUs for professional learning.    
• Assists with conference and professional development planning, including coordination of venue, logistics, and completion of conference envelopes.    
• Assists with distribution of resources and supplies, and coordinates off-site meeting preparation, traveling when needed.    
• Manages data, information, and technology.
• Manages sensitive data and information with strict confidentiality.
• Maintains all program records in compliance with state and federal guidelines, and District policies.
• Maintains databasesand/or prepares management reports for electronic data collection systems, including EP data system, MAERS, Kalpa, PS/PSSP, MSDS, and VistaShare.      
• Manages department asset tagging when required by grant.
• Provides technical support to department staff with devices, applications, and computer programs.
• Coordinates formal technical assistance requests with other departments when needed.    
• Coordinates and facilitates communications between District and site personnel, parents, students, school and community organizations, and the general public.
• Adheres to the WISD district and school rules and procedures.
• Maintains regular predictable attendance.
• PERFORMS OTHER DUTIES AS ASSIGNED.

SUPERVISORY RESPONSIBILITIES

N/A

QUALIFICATIONS

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• Associate degree or equivalent expereince preferred.
• High school graduate or equivalent, with business school training, or any equivalent combination of experience required.
• Extensive, progressively responsible experience in a clerical environment.
• Minimum of two (2) years’ experience in a clerical support role required, with preference for work in a school environment.
• Experience and a proven track record of applying principles and practices that support and maintain equity, social justice, and inclusion.
• Experience and interest in being a part of a learning organization and committed to helping schools with improvement and instructional issues is desired.
• Committed to continuous learning.
• Experience and ability to pass general secretarial skills test.
• Experience utilizing with publishing tools such as Microsoft Publisher or Adobe desired.
• Experience with financial and/or purchasing electronic applications preferred.
• Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

CERTIFICATES, LICENSES, REGISTRATIONS

• N/A.

LANGUAGE SKILLS

• Demonstrates effective communication skills both written and verbal.
• Demonstrates excellent phone etiquette and knowledge of multi-line phone systems.

INTERPERSONAL SKILLS

• Demonstrates ability to take the initiative and work well with others as a collaborative team member.
• Demonstrates excellent customer service and communication skills with a client-centered focus.
• Exhibits an elevated level of professionalism with the ability to maintain a flexible attitude.
• Demonstrates ability to build rapport with others and to serve diverse publics.
• Demonstrates ability to establish and maintain effective working relationships with all staff.
• Exhibits knowledge of staff and layout of school building.
• Represents the WISD district in a professional manner in interactions with parents, community, staff, and students.

TECHNICAL SKILLS

• Demonstartes proficiency in the use of personal computer (PC) in a networked environment to utilize the Internet and other electronic communications mechanisims such as email conferencing, and other communication tools and platforms.
• Demonstrates proficiency in the use of Microsoft Office (Word, Excel, and PowerPoint).
• Demonstrates ability to print, copy, scan, organize, and collate materials.

MATHEMATICAL SKILLS

• Demonstrates ability to do math functions using calculator and/or MS Excel.
• Demonstrates ability to compute rate, ratio, and percent and to draw and interpret bar graphs using MS Excel
• Demonstrates ability to maintain program budgets.

REASONING ABILITY

• Demonstrates ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Demonstrates proficiency in organizational problem-solving.
• Demonstrates ability to read and interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Exhibits a high level of professionalism with the ability to handle confidential information, use good judgment, plan, handle complex projects, and maintain a flexible attitude.
• Demonstrates ability to work well under pressure and meet deadlines in a timely manner.
• Demonstrates ability to perform multiple tasks simultaneously and see through to a successful conclusion.
• Understands and complies with local District policies and procedures.

PHYSICAL DEMANDS

The physical demands described here 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 regularly required to stand, walk, sit, use hands to finger movement, handle, or feel, talk, and hear. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus. Ability to lift and/or move up to 50 pounds.

ENVIRONMENTAL ADAPTABILITY

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is quiet to loud depending upon the activity in the particular part of the day. Occasionally the employee may be required to be outdoors for a short period of time, and therefore subject to varying weather conditions, for purposes of accomplishing the essential functions of this job.

FUNCTIONS OF POSITION DESCRIPTION

This position description has been prepared to define the general duties of the position, provide examples of work to be performed, and to detail the required knowledge, skills and ability as well as the acceptable experience and training for the position. The description is not intended to limit or modify the right of any principal/supervisor to assign, direct and control the duties of employees under supervision. The WISD retains and reserves any and all rights to change, modify, amend, add to, or delete from any portion of this description in its sole judgment.

This position description is not a contract for employment.

The WISD is an equal opportunity employer, in compliance with the Americans with Disabilities Act. The District will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

TERMS

Salary and other employment conditions to be established by the Board of Education as reflected in the Non-Affiliated Staff Manual. Starting salary ranging (dependent upon experience) from $39,719 - $48,826.

Washtenaw Intermediate School District is a drug-free workplace.

It is the policy and commitment of the Washtenaw Intermediate School District not to discriminate on the basis of race, sex, age, color, national origin, religion or handicap in its educational programs, activities, admissions, or employment policies in accordance with Title IX of the 1972 Educational Amendments, executive order 11246 as amended, Section 504 of the Rehabilitation Act of 1973 and all other pertinent state and federal regulations.