Administrative Assistant

Administrative Assistant

Pine Meadow Primary School 12 month position 222 days; 8 hours/day

Description: The administrative assistant will assure the smooth and efficient operation of the main office so that the needs of students, staff, and the community are met. A key service that this position will provide is clerical and administrative assistance to the building Principal.

Essential Functions:

• Provides clerical and managerial assistance to the building principal.
• Compile, develop, and design reports, handbooks, newsletters, calendars, and special projects for a variety of sources.
• Ensures that decisions made in absence of the Principal follow proper procedure and policy, and are reflective of Principal.
• Serves as a major program information resource person, acting as liaison between the schools, district office, and transportation office.
• Communicates pertinent information and directions to staff, students, parents, and visitors.
• Receives, verifies, and routes time cards, substitute forms, leave request forms, college approval forms, field trips forms, etc.
• Assists in coordinating events such as parent-teacher conferences, graduation set-up, teacher-in-service, and other events as they arise.
• Responsible for student announcements.
• Evaluates and handles emergencies concerning employees and/or students.
• Maintains accurate records for student activity fund and district fund accounts.
• Inputs requisitions for staff supplies.
• Prepares cash boxes for athletic events and makes bank deposits.
• Ensures substitute staff coverage for non-certified and certified staff for pre-arranged absences and short notice situations (e.g. emergencies and illnesses).
• Maintains inventory of supplies and materials for the office.
• Responsible for typing all purchase orders and processing orders upon arrival, including sending the invoice to the district office.
• Establishes, maintains, and issues proper use of confidential files for students.
• Coordinates student registration for building and for transfers out of building to another district.
• Maintains accurate enrollment information and assists in the student scheduling process.

Qualifications: The successful applicant must have a high school diploma and a minimum of three years of administrative assistant experience. Excellent organizational, grammar, typing, and computer skills are also required. Skill in developing and maintaining effective working relationships with supervisors, co-workers, other staff, students, and members of the public is essential for success. Prior experience working in a school office setting and with confidential information is preferred.

Work Hours: This is an 8 hour/day, 222 day/year position. The days will be spread out over a 12-month calendar, requiring a consistent work schedule throughout the summer which is set by the Principal.

Minnesota Service Cooperatives