Administrative Assistant

Administrative Assistant

The SouthWest Metro Intermediate District #288 has an immediate full-time opening for an Administrative Assistant at the 401 Education Center in Chaska, MN. SouthWest Metro serves students in 11 member districts and 8 associate member districts across the southwestern Twin Cities metropolitan area with programs in Special Education, Career and Technical Education, Care & Treatment, Adult Education, and Alternative Education. We invite you to embrace your own value, potential, and ability at SouthWest Metro, while empowering others to discover theirs. We work to empower ALL learners to realize their self-worth through personalized educational instruction, connection to resources, and access to a supportive learning environment.

Description: Administrative Assistant, 8 hours a day for 260 contract days, year round.

Pay & Benefits: The pay range for this position is $29.41-$33.36 per hour based on experience. Competitive and comprehensive benefit package is available: Comprehensive medical, dental, and vision insurance with HAS/FSA option Dependent Care FSA Generous sick and vacation time Personal time off Basic life insurance and AD&D Voluntary life insurance and AD&D 403(b) with a district dollar for dollar match PERA (pension plan) Long-term disability Employee assistance program (EAP) Pet insurance

Job Summary

Receptionist Serves as receptionist for the 401 programs, greets visitors, and directs them to the appropriate party. Enrollment & Program Support Initiate contact with parents/guardians at the start of the registration process following protocols. Assist students and parents in accessing school systems and tools Schedule orientation sessions for students and parents. Help parents set up accounts in district tools (Edmentum, Infinite Campus, etc.). Support student device distribution, support work orders, and track returns. Guide families through enrollment while ensuring compliance with district approvals and documentation processes. Monitor new enrollees' attendance and academic progress, providing status reports to leadership. Provide clerical support for counseling activities. Attendance Monitoring & Outreach Support outreach efforts by contacting students, parents, truancy officers, and district staff regarding attendance concerns. Schedule appointments with students and parents for attendance-related discussions. Update and record student attendance data and distribute attendance reports as needed. Student Support & Outreach Schedule appointments with students and parents regarding academic concerns on behalf of leadership or licensed personnel. General Office Support Answer incoming calls, assist callers, and redirect as necessary. Serve as the primary administrative contact for general program inquiries. Attend meetings and communicate updates to the team. Perform data entry and maintain records in Student Information Systems (SIS) and other databases. Assist with student and parent services, including mailing materials and providing LMS support. Support help desk operations for staff, students, and parents. Purchase office supplies and maintain records. Manage student files, including creating, organizing, scanning, and archiving per district procedures. Prepare and distribute reports, correspondence, and forms as needed. Contact district staff or external resources on behalf of leadership or licensed personnel. Assist with proctoring and testing preparation as needed. Perform administrative tasks including copying, collating, word processing, faxing, filing, and organizing materials. Assist substitute teachers and paraprofessionals with assignments. Handle incoming mail and maintain staff calendars. Provide access to building keys and secure the facility at the end of the day. Purchase office and copier supplies; update postage machines. Greet visitors and direct them to the appropriate staff. Assist staff with student transportation issues and communicate with bus contractors when needed. Other duties as assigned

Qualifications

High school diploma or GED equivalent. Training or experience, demonstrate competence with Student Information Systems and other technologies Training or experience, demonstrate competence with Student Information Systems and parent applications and interface Practices effective data integrity Strong interpersonal communication skills with students, parents, staff, and administration; Knowledge of Microsoft Word, Excel, and other software packages used for reporting as well as familiarity with office equipment (copiers, fax, etc.) Strong technical skills in the use of student information systems, Google suite tools, online learning systems, and curricular resources Demonstrated resourcefulness, taking the resources of the organization into consideration Ability to communicate effectively and establish and maintain productive working relationships with staff, students, and the general community Ability to positively and professionally represent the program and organization when communicating with students, parents, partner districts, county officials, and other stakeholders Ability to take direction, manage multiple tasks, and follow priorities outlined by the Director or Executive Director. Ability to exercise initiative. Ability to maintain strict confidentiality in working with records and confidential information. Ability to effectively and efficiently execute the full range of office functions as requested including but not limited to photocopying, collating, word processing, faxing, creating forms, filing, ordering, organizing, answering the phone, taking messages, copying/mail documents to other Districts/agencies upon request and release, contacting previous schools for records, email communication, and mailing.