Class A Secretary- Administration Business Office

Class A Secretary

Location: Muhlenberg Administration Building Muhlenberg SD Job Type: Full-Time, Regular, Non-Exempt

Job Summary: This job provides essential administrative and clerical support to the business office team, with a primary focus on supporting HR functions related to employee hiring. Also providing support on the coordination of the onboarding process between the business office and recruiting and hiring.

Key Responsibilities

• Customer Service: Respond to daily inquiries from current staff, applicants, and the public regarding hiring status, leave policies, and general HR procedures.
• Payroll Collaboration: Coordinate closely with the payroll department to ensure all paid and unpaid leaves of absence are accurately reflected in monthly pay cycles.
• Assist the Director of Business Services with FMLA & Long-Term Leave Support: Assist employees with requests for Family and Medical Leave (FMLA), maternity/paternity leave, and other extended absences, ensuring proper documentation and medical certifications are filed.
• Absence & Leave Tracking: Monitor and maintain accurate records of staff attendance, sick leave, personal time, and vacation accruals.
• Draft, edit, and distribute correspondence, memos, and reports.
• Organize and maintain both electronic and paper filing systems; ensure records are accurate, up-to-date, and accessible.
• Manage incoming and outgoing communications: phone calls, emails, and mail; respond or redirect as appropriate.
• Provide support across the business office team, stepping in for administrative tasks as necessary.
• Applicant Tracking: Assist the Director with the applicant tracking system, organize incoming resumes, and screen for baseline qualifications.
• Assist with the management of the job posting system
• Collect, verify, and track mandatory employment documentation, including certified transcripts, certifications, and required state/federal background checks and fingerprinting.
• Assist the Director with the management of state and federal grants
• Assist the Business Office and the Federal Program Coordinator with audit documentation

Required

• High school diploma or equivalent
• Minimum 2 years of experience in a school office or similar administrative role.
• Proficiency in Google, Microsoft Office (Word, Excel) and familiarity with student information systems.
• Excellent written and verbal communication skills.
• Strong organizational skills, ability to multitask, set priorities, and meet deadlines.

Preferred

• Prior experience in a school district setting, assisting administration
• Familiarity with business office responsibilities

Working Conditions & Other Details: Full-time, typically MondayFriday during school hours; occasional extended hours may be required. Work performed in a school office setting with frequent interruptions.