Administrative Assistant - VISTA Principal

Administrative Assistant to Vista Principal

Welcome to Fridley Public Schools! Thank you for your interest in Fridley Public Schools, an International Baccalaureate (IB) World Schools district. We are the only school district in Minnesota and one of few in the U.S. that offers the full IB Continuum to students in pre-K to grade 12. As a world class community of learners, Fridley Public Schools aims to develop internationally minded students. We challenge ourselves, our students, and our community to become caring and knowledgeable life-long learners who inquire and take action to create a better world. Our mission is to guide students in the development of learning skills to help them reach their full potential. The successful candidate will be an individual who firmly believes in the value of diversity and inclusion in enriching the educational experience of all students. All students feel valued and have a sense of belonging. All learners have the right to a quality education. All learners have the ability to learn and attain self-fulfillment. All learners need the strategies and tools necessary to strive toward becoming responsible, independent and productive members of society.

Job Title: Administrative Assistant to Vista Principal

Schedule: Monday through Friday, 12-month position

FTE: 1.0

260/261 duty days

Bargaining Unit: SEIU - Fridley Clerical Master Agreement

Salary Range: Step 1 at $24.67/hour to Step 5 at $30.49/hour, placement will vary depending on experience.

Band/Grade Classification: B23

Office Location: Vista Middle School

Job Summary: The Administrative Assistant to the Vista Principal provides administrative and clerical support to the school principal and staff, helping ensure the efficient operation of the school office. This position is responsible for coordinating office communications, maintaining records, preparing reports and correspondence, supporting staff coverage, and assisting with school-wide communications and events. Serving as the first point of contact for students, families, staff, and community members, the Administrative Assistant helps create a welcoming and professional office environment. The role requires strong organizational skills, attention to detail, and the ability to work effectively in a busy school setting.

Essential Job Functions:

• Provide administrative and clerical support to the principal, including correspondence, scheduling, communication, and coordination of daily office operations.
• Support staff and student record management, including attendance, enrollment, transcripts, and contact information; prepare reports and maintain accurate files.
• Complete job requisitions, prepare interview materials, onboard new staff, track time and leaves, and coordinate substitute coverage and approval of timesheets.
• Serve as the building's workers' compensation representative, assisting staff with claims, tracking absences, and maintaining related documentation.
• Maintain a database of volunteers, process applications, approvals, and background checks in collaboration with Human Resources.
• Assist with budget and purchasing processes, including ordering supplies, maintaining financial records, preparing requisitions and purchase orders, reconciling invoices, and tracking expenditures.
• Support communication and event coordination, including newsletters, bulletins, staff notices, parent correspondence, and logistics for meetings, conferences, and school events.
• Coordinate school scheduling and operations, including building calendars, field trips, room reservations, door access, and arrival/dismissal communication with families and transportation.
• Provide administrative support for academic processes, including grading, report cards, and course enrollment.
• Assist with graduation and other major school events, coordinating materials, orders, and logistics.
• Maintain inventory and supplies to support office and school operations.
• Serve as a point of contact for staff, students, families, and visitors, responding to inquiries and directing communication appropriately.
• Provide health assistance as needed by administering first aid to injured students and monitoring and maintaining health supplies.
• Administers and documents medications and/or treatments as delegated by the Licensed School Nurse.
• Provide health assistance support to the high school as needed.
• Record daily breakfast and lunch meal counts.
• Maintain kitchen area according to health regulations.
• Collaborate with nutrition staff at high school regarding student food preferences and supplies needed.
• Perform other duties as assigned.

Minimum Qualifications:

• High School diploma or equivalent.
• Proficiency in word processing, databases, and spreadsheets.
• Familiarity with standard office equipment (copiers, scanners, fax machines, etc.).
• Accurate typing and data entry skills; ability to learn and adapt to new software systems.
• Commitment to culturally responsive practices and ability to work effectively with individuals from diverse cultural and linguistic backgrounds.

Skills:

• Strong organizational skills with attention to detail.
• Willingness to learn new skills and expand professional knowledge.
• Effective written and verbal communication skills.
• Positive customer service skills, with the ability to work effectively with students, staff, families, and community members.
• Demonstrated patience, flexibility, and professionalism in a fast-paced school environment.
• Ability to follow directions from supervisors and work both independently and collaboratively.
• Ability to maintain confidentiality in all matters.
• Strong interpersonal skills, with a focus on clear communication and collaboration.

Preferred Qualifications:

• Bilingual abilities (especially in Spanish, Somali or Hmong) are a plus.
• Experience in Infinite Campus or similar student information system (SIS).
• Previous experience as a school administrative assistant or in a school office setting.
• Working knowledge of MN K-12 school system.

Diversity: Black, Indigenous, and People of Color (BIPOC), women, and LGBTQ+ candidates are strongly encouraged to apply. Fridley Public Schools recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting our academic mission. Fridley Public Schools is committed to attracting and retaining employees with varying identities and backgrounds.

Equal Employment Opportunity Statement: Fridley Public Schools ISD 14 is an Equal Opportunity, and veteran-friendly employer. Fridley Public Schools ISD 14 ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Fridley Public Schools is committed to a workforce that reflects the diversity of the district and strongly encourages persons to apply who can strengthen our diversity.

Veteran's Preference: If you are an eligible veteran, please submit a legible copy of your DD214 with your application.

Accommodation: If you have a disability that requires an accommodation during the selection process, please email Human Resources at View email address on click.appcast.io or call View phone number on click.appcast.io.

Background Check Upon Conditional Offer: Background checks are conducted upon receiving a conditional offer. Employees must complete a background check. A passing background is required. Criminal convictions are reviewed on a case-by-case basis.