Clerical Level IV - Administrative Assistant

Administrative Assistant Level IV

Burnsville-Eagan-Savage District 191 is a future-forward school district committed to removing barriers and forging unique pathways for learning and enrichment for all students. We create engaging programs, services and opportunities that encourage self discovery and preparedness, inspiring the pursuit of life-long learning and exploration. One91 is a place where staff members are valued and can make an impact. We're looking for candidates with an innovative, creative approach to education that will spark wonder and curiosity in our learners. We want relationship-builders who are dedicated and passionate about making a difference for our students and community.

Position Overview: Administrative Assistant Level IV Hours/Day: 8 hours/day Days/Year: 261 days Compensation/benefits: Association of Clerical Employees Contract Primary Responsibilities: Assist the administrator by providing students, staff and community with knowledgeable and professional administrative support services, in addition to data management, student tracking, budget management and working with various technology applications in an efficient and timely manner so that overall district educational objectives may be achieved.

Qualifications: 2 years of post-secondary education, 4 year degree preferred or any combination of applicable experience and education 3-5 years of previous office, computer and accounting if applicable 2 years of experience in a school environment desired 2-3 years of previous experience with a 4 year degree

Job Summary: Assist the administrator by providing students, staff and community with knowledgeable and professional administrative support services, in addition to data management, student tracking, budget management and working with various technology applications in an efficient and timely manner so that overall district educational objectives may be achieved.

Essential Duties and Responsibilities:

• Schedule and arrange meetings
• Make travel and workshop arrangements
• Answer direct, building and administrator line
• Access, prioritize and handle administrator emails
• Provide detailed answers and handle escalated calls
• Coordinate building and department events
• Assemble mailings
• Prepare cost comparisons and research costs against budget
• Photocopy materials as needed
• Review purchases against budget
• Serve as the designated office equipment representative
• Approve My Time timesheets
• Maintain and order office supplies
• Pull reports out of database with multiple changes to parameters
• Code bills
• Verify and prepare deposits
• Sort and export data
• Receive payments
• Update web page and portals
• Prepare bills and collection notices
• Complete excel projects that include data entry, sorting, formulas and calculations
• Reconcile billings
• Work with multiple databases and programs
• Track grants
• Compile, coordinate and contribute to Process online payroll correspondences
• Manage credit payments and refunds
• Assist others with technology questions and issues and provide backup on software applications
• Manage daily office operations
• Support an Administrator
• Attend meetings, in-services, and workshops as required
• Attend trainings and meetings to gather information

Work Requirements and Characteristics:

Education/Certification Requirement: 2 years of post-secondary education required, 4 year degree preferred

Experience: 3 to 5 years of previous office, computer and accounting experience with 2 years of education

Essential skills required to perform the work:

• Ability to communicate effectively with diverse populations
• Advanced clerical skills
• Advanced word processing and excel skills
• Organizational and time management skills
• Knowledge of the department and/or program
• Basic account/bookkeeping skills
• Conflict resolution skills
• Leadership skills
• Strong interpersonal skills
• Advanced ability to utilize different software's
• Position requires advanced proficiency in technology, working collaboratively with office and district staff, and foreseeing and planning for upcoming scheduled events in a timely manner

Machines, Tools, Equipment, Electronic Devices, and Software Required:

• Operates office equipment including computer, printer, scanner, calculator, copier, multi-line phone system, facsimile
• Ability to utilize multiple software, databases and systems

Physical and Mental Requirements:

Physical Job Requirements:

• Position involves extended periods of sitting while entering computer data
• Position involves occasional stooping to reach file drawers
• Position involves frequent fingering keys on word processing equipment and repetitive motions operating same
• Position involves occasionally lifting up to 20 pounds of computer reports, office supplies or mail.

Mental Job Requirements:

• Position requires handling multiple tasks at once while dealing with constant interruptions.
• Position requires exercising confidentiality in handling School District information.
• Position requires flexibility and a willingness to undertake a variety of tasks, sometimes at the direction of more than one person.
• Position requires deadlines.

Hazardous Working Conditions:

• Normal office conditions
• Valid MN driver's license if required for position

This description describes the general nature and work expected of an individual assigned to this position. Employees may be required to perform other job-related duties as requested by their supervisor. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

Burnsville-Eagan-Savage School District 191