Admin Assistant - Front Office | St. Louis Park Middle School

Administrative Assistant II

The Administrative Assistant II provides advanced administrative support to the school or district's leadership team. Under general supervision, this role includes various duties, such as managing office operations, coordinating schedules, assisting with special projects, and overseeing the department's daily administrative needs. The Administrative Assistant II serves as a point of contact for internal and external stakeholders, handles sensitive information, and ensures the smooth functioning of office processes.

Duties and Responsibilities:

• Oversee the daily operations of the office, ensuring efficiency and effectiveness.
• Communication: Serve as the primary point of contact for staff, students, parents, and external stakeholders. Respond to inquiries, provide information, and direct visitors or callers as needed.
• Scheduling & Coordination: Manage calendars and coordinate appointments, meetings, and events for the department or leadership team.
• Document Preparation: Prepare and proofread correspondence, reports, presentations, and other documents for the leadership team or department.
• Record Maintenance: Maintain and organize department records, files, and databases. Ensure proper documentation and confidentiality of sensitive information.
• Budgeting & Procurement: Assist with managing budgets, tracking expenses, and ordering supplies. Oversee inventory and handle procurement of office materials.
• Project Support: Assist with special projects such as coordinating events, preparing reports, and gathering necessary information for decision-making.
• Data Entry & Reporting: Enter and update data, generate reports, and ensure accurate record-keeping of departmental activities or student information.
• Student & Staff Support: Assist with coordinating student services, including enrollment, field trips, and other school activities.
• Confidentiality & Discretion: Handle confidential information with discretion and follow appropriate protocols for document management and communication.
• Other Duties: Perform other administrative tasks and assignments as required by the department or leadership team to support school operations.

Knowledge, Skills & Abilities:

• Office Procedures: Knowledge of general office practices and procedures, including filing, record keeping, and office organization.
• Communication Skills: Strong verbal and written communication skills to effectively interact with staff, students, parents, and external stakeholders.
• Customer Service: Ability to provide excellent customer service, respond to inquiries, and handle difficult situations professionally.
• Time Management: Ability to manage multiple tasks and prioritize assignments to meet deadlines in a fast-paced environment.
• Technical Proficiency: Proficient in using office productivity software (e.g., Microsoft Office Suite, Google Workspace), email systems, and office equipment (e.g., printers, fax machines, copiers).
• Data Entry & Accuracy: Strong attention to detail for accurate data entry and record maintenance in various systems (e.g., student data systems, financial tracking software).
• Problem-Solving: Ability to identify issues, research solutions, and implement corrective actions, ensuring smooth operations.
• Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality in accordance with district policies and legal requirements.
• Organizational Skills: Strong organizational skills to manage office materials, schedules, records, and correspondence efficiently.
• Interpersonal Skills: Ability to work well with others, including staff, students, parents, and external parties, while fostering a collaborative work environment.
• Adaptability: Willingness to learn new software or systems as needed and adapt to changes in office processes or school district policies.
• Budget & Procurement Knowledge: Understanding of basic budgeting processes, expense tracking, and procurement practices related to office supplies and materials.
• Event Coordination: Ability to plan, coordinate, and execute events, meetings, or conferences for the department or leadership team.

Physical Demands:

• Sitting and Standing: Ability to sit for extended periods at a desk or workstation and stand or move around during meetings, file retrieval, or office tasks.
• Typing and Data Entry: Frequent use of a computer keyboard for typing, data entry, and correspondence preparation.
• Lifting and Carrying: Occasional lifting of office supplies, materials, or files weighing up to 25 pounds.
• Reaching and Grasping: Ability to reach for items on shelves, file cabinets, and other storage areas, and handle various office equipment and materials.
• Vision: Ability to read printed material, computer screens, and documents, as well as the ability to discern details in correspondence and other work.
• Manual Dexterity: Skilled use of hands for typing, filing, using office equipment, and performing administrative tasks.
• Mobility: Ability to move around the office, attend meetings, and navigate to various departments or areas within the building.
• Communication: Ability to speak and hear clearly for effective communication over the phone, in person, and via virtual meetings.

Work Environment:

• Office Setting: The work environment is typically in an office setting, requiring frequent use of office equipment such as computers, printers, and telephones.
• Work Schedule: Standard working hours with occasional flexibility for overtime or special project deadlines, particularly during peak periods (e.g., enrollment periods, budget preparation).
• Noise Level: The work environment may have moderate noise levels from office conversations, phones, and other administrative activities.
• Interactions: Regular interactions with staff, students, families, and external stakeholders, which may require dealing with a variety of personalities and communication styles.
• Physical Space: Work is performed in a cubicle, office, or shared workspace, with adequate lighting, ventilation, and ergonomically designed furniture to support comfort and efficiency.
• Multitasking Demands: The work environment may require the ability to manage multiple tasks simultaneously and work under tight deadlines while maintaining attention to detail.
• Occasional Travel: Some occasional travel may be required for meetings, training sessions, or off-site events.
• Technology Dependence: The role heavily depends on technology, requiring regular use of computers, software, and other office tools.

Education and/or Experience:

• High School Diploma or GED required.
• An Associate's Degree in Business Administration, Office Management, or a related field is preferred.
• Additional certifications or coursework in office administration, project management, or related areas may be a plus.
• Minimum of 23 years of experience in an administrative support role, focusing on office management, executive assistance, or related fields.
• Experience managing schedules, coordinating projects, handling correspondence, and maintaining records.
• Familiarity with the specific software and systems used by the organization, such as Microsoft Office Suite, database management systems, and financial software, is essential.

Benefit Information:

• Health and Dental Insurance
• Flexible Spending Accounts (FSA) for medical and dependent care expenses
• Life Insurance
• Accidental Death and Dismemberment (AD&D) Insurance
• Short- and Long-Term Disability Insurance

The cost of benefits varies based on the employee group and full-time equivalent (FTE) status. For detailed information, including specific benefits and associated costs, please refer to the applicable group or bargaining unit contract.

Saint Louis Park Independent School District 283