Administrative Assistant

School Administrative Assistant Position

The primary role of the program Administrative Assistant is to assist the Program Coordinator in their responsibilities through the performance of secretarial, accounts payable, and coordinating tasks, as well as office management. This position may have access to confidential information and must promote and maintain high ethical and confidential standards. This position performs intermediate-skilled administrative support functions overseeing Student Information Systems (Synergy), SpEd Forms, Minnesota Common Course Catalogue (MCCC), and Minnesota Automated Reporting Student System (MARS). Essential Functions Enter and maintain student data into Synergy Student Information System (SIS) and other databases (SpEd Forms) Create and send student tuition billing documents to student resident districts. Print and mail due process documents, report cards, progress reports, and other student or program materials. Answer and make phone calls. Monitor and maintain an inventory of office supplies Create and maintain student, staff, and program files, both paper and electronic. Type documents and correspondence. Photocopy, scan, and mail program documents. Create and send emails for the program staff. Respond to requests for records. Reviews and reconciles purchase orders and pays invoices Act as program PCard administrator Reconcile and Code PCard statements for the Program Coordinator and gather receipts and other documents for the Program Coordinator to approve Create and post job postings for the Program Coordinator Set up interviews, prepare interview questions, and retain all interview documents for each posting For all program new hires, create RRSEC New Hire Workflow Provide health office services to students. Monitor and administer student medications. Food service safety, compliance & monitoring Perform other duties as assigned Additional Duties Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school. Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility. Equipment Uses standard office equipment such as personal computer, copy machine, and telephone. Travel Requirements Limited travel to and from meetings may be required. Education & Training Required: High School diploma or GED Preferred: Two-year post-high school degree in the Administrative field Work Experience Preferred: Three or more years working in a related position Proficiency in dealing with the public, including parents and professionals from member districts and other organizations; proficiency in common clerical skills; attention to detail, knowledge, and comfort with a variety of office equipment and software programs; effective interpersonal skills. Other Qualifications Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of departmental programs and policies; ability to type at a reasonable rate of speed; ability to make arithmetical calculations; ability to meet the public effectively; ability to operate a variety of office equipment including data and word processing equipment; ability to follow oral and written instructions; ability to establish and maintain effective working relationships with associates, students and the general public. Personal Skills Ability to work collaboratively on a team A passion and willingness to learn and grow Strong oral and written communication skills Adaptability based on changing needs Solutions-focused problem-solving skills Desire to work with students from pre-K to 12 with varying levels of needs. Adept in learning and using new technology. Ability to work independently. Organizational skills to manage multiple projects and prioritize demands Strong oral and written communication skills Strong coaching and consultation skills Adept in learning and using new technology Physical and Mental Demands, Work Hazards Ability to hear and understand speech at normal speech levels. Ability to communicate so others will be able to clearly understand normal conversation. Ability to lift up to 25 pounds. Ability to carry up to 25 pounds. Moderate to high stress levels. Daily contact with students, teachers, and school staff. Regular contact with parents, community members, and outside agency personnel. Ability to work in an environment with individuals displaying verbally and physically aggressive, self-abusive, or socially undesirable behavior. Work occasionally requires exposure to outdoor weather conditions and exposure to bloodborne pathogens, and may require the wearing of personal protective equipment. Ability to type and create documents. Qualification Profile Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to: Graduation from high school. Reports to the Program Coordinator FLSA Status: Non-exempt Benefit Eligible Position: Medical, Dental, Life, Vision, Vacation and sick days, etc. School year position plus ESY days $26.02 - $27.81 per hour