Clerical Series Level IV - Office of Academics

Job Description Job Title Position Title: Clerical Series Level IV - Office of Academics Location: Office of Academics, Fisher Building, 3011 W. Grand Blvd., Detroit, MI 48202 Salary: $22.99/hourly Reports to: Sr. Executive Director of Academics Bargaining Unit: DAEOE Benefits Eligible: Yes Telecommuting Eligibility: Not eligible for telecommuting In accordance with the Agreement between Detroit Association of Educational Office Employees (DAEOE) and the Board of Education of the School District of the City of Detroit, the following vacancy is announced. Position Summary The Clerical Series Level IV serves as the front-line representative of the Office of Academics, providing a welcoming and professional first point of contact for staff, schools, families, and community members.The Clerical Series Level IV manages the department's main phone line and reception area, greeting guests, directing visitors to the appropriate location, and connecting callers with the right members of the team across core content and elective departments. Working closely with the Sr. Executive Director of Academics, department leads, the Clerical Series Level IV provides the clerical and administrative support that keeps the Office of Academics running smoothly, including calendar and meeting coordination, records management, supply ordering, requisition and payroll entry, and logistical support for departmental initiatives and events. Minimum Qualifications High School Diploma or GED certificate. Proven skills in the consistent provision of exceptional customer service, including in-person reception and telephone support. Experience answering and routing telephone calls, taking accurate messages, and responding to public inquiries and internal requests with a high degree of diplomacy and professionalism. Proficient in word processing, spreadsheet applications, and other business-related applications/software, including Office 365 (Microsoft Word, Excel, PowerPoint, & Outlook). Operational knowledge of district business systems, including PeopleSoft, for requisitions, payroll, and related processes. Experience maintaining a high level of confidentiality. Ability to work effectively and efficiently, with proven organizational skills and the ability to multitask and prioritize work in a fast-paced environment to meet tight deadlines. Outstanding record of attendance and punctuality across previous work settings. Proficiency in SharePoint, Microsoft Teams, Adobe, and survey tools such as Microsoft Forms. Knowledge and experience with office procedures, including accurately completing payroll, filing systems, record-keeping systems, business correspondence, and reporting formats. Excellent verbal, written, and interpersonal communication skills, as well as editing, proofreading skills, and attention to detail. Experience serving as a receptionist or front desk representative in a central office, school, or other high-traffic professional setting. (preferred)Experience managing a multi-line phone system and a shared department email inbox. (preferred)Familiarity with the structure of the Office of Academics, including core content and elective departments, to accurately direct callers and visitors. (preferred)Familiarity with requisition and supply processes, including submitting, tracking, and maintaining documentation through established district procedures. (preferred)Ability to support meeting coordination, calendar management, room reservations, and distribution of departmental updates. (preferred)Proficiency in managing shared folders, SharePoint sites, and Microsoft Teams to support timely and transparent collaboration across staff. (preferred)Proven experience maintaining organized electronic and paper filing systems. (preferred)Demonstrated professionalism and responsiveness in communication with families, school staff, community partners, and leadership, reflecting the core values of the Detroit Public Schools Community District. (preferred) Essential Functions Serves as the first point of contact for the Office of Academics, greeting staff, school leaders, families, vendors, and community members in a warm and professional manner. Welcomes guests, follows building visitor and check-in procedures, notifies staff of guest arrivals, and directs visitors to the appropriate office, meeting room, or location. Answers the Office of Academics main phone line, screens calls, and connects callers to the appropriate members of the team across core content and elective departments. Takes accurate, detailed messages and routes them promptly; monitors and responds to the department's shared email inbox in a professional and timely manner. Maintains a current staff directory and department contact guide to ensure callers and visitors are directed to the right person. Keeps informed of District and Office of Academics policies, procedures, and initiatives; answers related internal and external questions within position purview; and provides materials/documents pertaining to educational activities. Maintains calendars, schedules meetings, reserves conference rooms, and assists leaders in preparing materials for meetings, trainings, and presentations. Participates in departmental meetings to capture notes and detailed information discussed. Prepares a variety of written correspondence, reports, and related documents. Accurately prepares payroll for approval and enters requisitions as directed in a timely manner. Partners with content leaders to track requisitions and purchase orders, and to receive, log, and distribute deliveries and instructional materials. Receives, unpacks, and organizes shipments and packages for the Office of Academics, including lifting, carrying, and moving boxes of supplies and instructional materials. Maintains inventory of office supplies, submitting timely requests for replenishment as needed. Creates and maintains databases, spreadsheets, and tracking tools as directed by supervisor or designee. Compiles, maintains, and files reports, records, and other documents in organized electronic and paper filing systems. Supports core and elective departments with logistics for initiatives and events, including registration, sign-in, materials preparation, and communications. Assists with processing and submitting mileage, school payroll, and community use requests as directed. Assists with updates to the Office of Academics SharePoint and Hub sites as directed. Maintains a high level of confidentiality and professionalism within all work-related environments. Maintains a professional and collaborative relationship with Office of Academics leadership, colleagues, school and central office staff, families, and other relevant stakeholders. Performs other duties as assigned by supervisor or designee. Security Clearance Internal Applicants If you are a current Detroit Public Schools Community District employee, you do not have to submit to a new security clearance, unless your new role requires a different type of criminal background check. External Applicants In alignment with Michigan law, if you are hired to fill a position, you will be required to submit to a Detroit Public Schools Community District criminal background check. Information regarding required background checks will be shared at point of hire. Method Of Application Applicants must apply through the online application system. Only applications submitted through the online application system will be considered for any posted position and all applications require a resume to be considered. Successful candidates are required to submit official transcript(s) at point of offer to hire. Teaching service outside of the Detroit Public Schools Community District must be verified by the applicant's prior employer(s) prior to hire. It is the applicant's responsibility to provide all documentation (including copies) as requested. Applicants requesting assistance during the application process should contact the Office of Human Resources via email at [email protected] or phone at (313) 873-6897. DPSCD does not discriminate on the basis of race, color, national origin, sex, disability and/or religion. Contact the Civil Rights Coordinator for more information at (313) 240-4377 or detroitk12.org/compliance.