DISTRICT: Administrative Assistant to Music Department

Overview

This position reports to the Music Department Office at Central High School (1150 Miliken Drive, Traverse City, MI).

Classification: TCCAPSA, VIIx

Status:
Full-Time, School Year (196 days + 9 holidays)

Directly Reports: K-12 District Music Coordinator

TCCAPSA Master Agreement

TCCAPSA Benefits

General

Summary:

The Administrative Assistant to the Music Department provides administrative, clerical, and bookkeeping support to the K-12 District Music Department Coordinator and the district-wide music program. This position serves as the central organizational and information hub for all music-related operations across the district.

• Serves as the primary district-wide and community information resource for the district’s Music Department.
• Maintains accurate and up-to-date resources and information in the shared Music Department Google Drive and other file systems.
• Develops, maintains, and shares approximately 15 Music Department electronic calendars.
• Processes calendar and facility requests for music staff, including associated work and technology/asset tickets.
• Coordinates and processes TCAPS and charter bus requests for community performances, adjudicated festivals, and other music-related events.
• Coordinates scheduling, delivery, and pickup of traveling music labs, including shared-time school locations.
• Coordinates chaperone, clinician and accompanist vetting and related documentation; including processing timesheets and Independent Contracts.
• Processes and enters all guest teacher/substitute requests related to music in-services and trip/performance absences.
• Develops and maintains accounting records for the Music Department, including the twelve Secondary Ensembles, Elementary General Music, TCAPS Montessori, and the Music Office accounts.
• Develops Music Department budget with the K-12 District Music Coordinator.
• Reconciles and resolves Business Office accounting records with Music Department accounts.
• Make purchases and process payments/invoices for the Music Department staff and ensembles; sets up annual Purchase Orders.
• Manages Music Department staff purchasing cards and reconciles credit card statements.
• Assists with VPAA bond bids and purchases.
• Handles communication, record keeping, and payments of Music Department Scholarships.
• Orders, distributes, and maintains records for the Music Department fall fundraiser.
• Manages the inventory of Music Department instruments and equipment.
• Assists Music Boosters with various projects as needed, including mini-grants and scholarships.
• Perform other duties as assigned.

• Minimum education requirement is a high school diploma. Previous college credit, Work Keys certification or college degree preferred.
• Advanced knowledge of Google Suites preferred.
• General knowledge of math and accounting principles required.
• Interpersonal skills necessary to deal effectively and courteously with students and school personnel.
• Ability to follow directions.
• Ability to work independently.
• Ability to assist with maintaining records of student progress.
• Excellent organizational and time management skills.
• Analytical ability necessary to gather and interpret data.
• Ability to resolve conflict.
• Dependable, reliable, and protective of sensitive/confidential information.
• Exceptional attention to detail and follow-through to meet deadlines.

• Must be able to report on a regular and consistent basis.
• Maintain consistent and punctual attendance.
• The person in this position needs to be able to move about the office setting, including stooping or crouching to access file cabinets, office machinery, etc.
• Duties include walking and physical activity. Must have the ability to move about the classroom/building and school property, including bending, pushing/pulling, lifting, twisting, climbing, stooping, or crouching to complete work-related tasks with and without students.
• The ability to listen and effectively orally communicate information and ideas to a diverse population.
• Ability to effectively discern information and formulate appropriate action(s).
• Ability to critically think and provide appropriate solutions.
• Ability to work effectively and efficiently.
• Occasionally moves boxes and office supplies weighing up to 20 lbs across the office for various needs.
• Ability to drive to various locations throughout the district.

This is a largely sedentary assignment, with most of the duties performed on a computer or phone in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Must be available to report consistent with the position’s established work day calendar which may include work days during school recess periods, including summer and winter/spring breaks.

The individual selected for this position will be required to pass a criminal history background check.