Dual Program Secretary

Location:  GLBEC
Responsible to:  Program Director
 

GENERAL SUMMARY OF POSITION: The Dual Program Secretary provides comprehensive administrative, clerical, and programmatic support to both Great Lakes Bay Early College (GLBEC) and the Saginaw County Juvenile Detention Center (SCJDC). This position plays a critical role in student records management, state and federal reporting, enrollment processes, financial operations, and customer service to students, families, partnering schools, and external agencies. The secretary works closely with the Program Director to ensure accuracy, compliance, efficiency, and professionalism across both educational settings.

Department Job Responsibilities:

1. Provide comprehensive administrative and clerical support to the Great Lakes Bay Early College (GLBEC) and the Saginaw County Juvenile Detention Center (SCJDC) programs.
2. Serve as the primary point of contact for students, families, local school districts, colleges/universities, and partner agencies.
3. Maintain and process student records, including transcripts, grades, schedules, enrollment data, and record transfers, ensuring accuracy and compliance with state and federal requirements under the direction of program administration.
4. Process and maintain documentation related to student enrollment, withdrawal, transition, and placement across both programs.
5. Maintain and update the Student Management System and other program databases to ensure data integrity and reporting accuracy.
6. Prepare, process, and distribute correspondence, reports, transcripts, report cards, and required documentation.
7. Support state and federal reporting requirements, including Student Count Day, End-of-Year (EOY), Teacher Student Data Link (TSDL), Civil Rights Data Collection, Title I, and Neglected & Delinquent reporting.
8. Coordinate and support program data collection and assist in the preparation of reports, grants, required forms, and compliance documentation.
9. Process billing, accounts receivable/payable documentation, tuition tracking, and related financial records in accordance with established procedures.
10. Track and support reporting, billing, compliance, and operational timelines to help ensure deadlines are met accurately and in a timely manner.
11. Schedule, arrange, and provide logistical support for meetings, conferences, trainings, and program events for the Program Director and staff.
12. Compile, format, and distribute program outreach materials, publications, and website updates as directed.
13. Establish and maintain organized digital and physical filing systems in accordance with records retention and confidentiality policies.
14. Support the development and implementation of office procedures and operational processes to enhance efficiency and service delivery.
15. Perform additional duties and special projects as assigned by the Program Director to support program operations and continuous improvement.

Program Secretary Responsibilities:

1. Responsible for secretarial support for the GLBEC and SCJDC programs.
2. Act as the point of contact to respond to customer needs and concerns and support the general operation of the programs. 
3. Provide secretarial support to the programs, including but not limited to managing calendars, scheduling appointments, creating sign-in forms, supporting continuing education requirements, and coordinating meeting arrangements for administrative leadership.  
4. Provide general clerical and reception duties, including answering phones and routing calls appropriately, greet and respond to student and community needs and concerns in a positive and helpful manner.
5. Manage the procurement and inventory of office supplies, oversee incoming and outgoing mail/correspondence, draft appropriate correspondence, and maintain files in accordance with state retention guidelines and regulations.
6. Oversee department(s) workflow and make decisions accordingly. 
7. Reconcile credit card statements monthly.
8. Book conference registrations and travel arrangements as requested. 
9. Utilize the district finance software system for processing purchase orders, expense reimbursements, and preparing and processing invoices.
10. Monitoring of program funds, including but not limited to: record maintenance of receipts and disbursements, recording/verifying entries or accounts, preparation, processing, and verification of invoices, and budget monitoring for all programs within the departments.
11. Facilitate the execution of service agreements by facilitating the gathering of support documents and signatures, maintaining accurate records, and tracking spending.
12. Coordinate interviews for the department, including scheduling, preparing interview packets, booking rooms, and communicating room setup details with custodial staff.
13. Monitoring content for the department on the SISD webpage on a regular basis.
14. Organize and prioritize work assignments, maintaining a neat and organized work area.
15. Coordinate program vendor activities, including the development and implementation of service agreements, completion and submission of W-9 and vendor forms for new vendors, and data entry. 
16. Provide guidance and support to new hires with organizational and departmental processes, fostering a smooth transition for employees. 
17. Develop newsletters, flyers, and brochures.  This involves creating layouts, formats, and establishing the method of distribution.
18. Oversee planning and preparation of workshops, seminars, and meetings.
19. Ensure the confidentiality of student, parent, and staff information.
20. Schedule and monitor equipment repair/service contracts.
21. Adjust program operations/procedures to align with evolving department requirements or needs.
22. Promote a positive work environment for internal (SISD) staff and external community members and stakeholders.
23. Actively participate in district-provided professional development to enhance skills as determined by department directors. 
24. Provide coverage in the absence of and established breaks for other program secretaries.
25. Daily in-person attendance required. 

MINIMUM QUALIFICATIONS:

1. High School diploma or GED equivalency.
2. Minimum of three (3) years of general office experience required.
3. Proficiency in using Microsoft Office, Google applications, and other software. Skyward experience preferred.
4. Excellent organizational skills with the ability to manage multiple tasks.
5. Strong decision-making skills at a high level.  
6. High level of accuracy in work.
7. Ability to work within designated timelines.
8. Maintain flexibility and be able to problem-solve independently.
9. Ability to work effectively with diverse groups and individuals.
10. Ability to analyze situations and information and to follow tasks to successful completion.
11. Demonstrated strong communication skills, both oral and written.
12. Ability to prioritize, organize daily work schedule.
13. Ability to understand and follow directions, both oral and written.
14. Initiative and ability to work independently with minimal direction.
     

TESTING:  Qualified candidates will be tested in the following areas:  Proficiency in Microsoft Office applications, including creating and editing documents, data entry skills, drafting and proofreading communications, and the ability to manage calendars and schedule appointments. 

NOTICE OF NONDISCRIMINATION

Saginaw Intermediate School District does not discriminate on the basis of race, color, religion, sexual orientation, gender and gender identity, disability, age, or national origin in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups. The following person has been designated to handle inquiries regarding the non-discrimination policies:

Executive Director of Human Resources

Saginaw Intermediate School District

3933 Barnard Road, Saginaw, MI 48603

Telephone: (989) 799-4733, Fax: (989) 249-8756

Email:  personnel@sisd.cc  Web:  www.sisd.cc