Substitute Administrative Assistant

Substitute Administrative Assistant

Belle Plaine Schools has an ongoing need for substitute administrative assistants. General definition of work includes performing intermediate administrative support work for department, building staff and operations, coordinating the collection and assembly of data and information for the department or building, performing administrative duties, and related work as apparent or assigned. Work is performed under the limited supervision of the department director and Principal.

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

Essential Functions:

• Serves as the office receptionist.
• Performs basic administrative support tasks including answering phones, screening and forwarding calls and mail, addressing inquiries, processing invoices, scheduling appointments and meetings, typing and taking dictation, gathering information and entering information, preparing reports, creating and maintaining electronic and paper files, ordering and maintaining supplies and completing data entry.
• Manages records and reports related to department objectives using existing procedures or devising new methods as necessary.
• Edits, coordinates and prepares reports, speeches or other printed materials according to well established standards or readily available sources.
• Develops and revises work procedures, methods and necessary forms.
• May be assigned specific tasks related to department or building function.

Knowledge, Skills and Abilities:

• General knowledge of office management techniques and equipment; general knowledge of business English, spelling and arithmetic; comprehensive skill organizing work flow and coordinating activities; general skill operating standard office equipment and related hardware and software; general skill operating standard accounting software; ability to analyze and interpret policies and procedural guidelines; ability to type at a reasonable rate of speed; ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor; ability to communicate effectively, both orally and in written form; ability to resolve problems and inquiries; ability to establish and maintain effective working relationships with staff and the general public.

Education and Experience: High school diploma or GED and moderate experience working in an administrative support role, or equivalent combination of education and experience.

Physical Requirements: This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Other Requirements/Information: Criminal Background Check Effective on January 1st, 1996 the District put into place the requirement of a background check on all possible new hires. The MN School Board Association verified that this rule does include substitute teachers, paraprofessionals and coaches. Minnesota Statute 123B.03 states fees incurred from this request are the responsibility of the individual and not the District requesting such. If you have had a background check done elsewhere within the previous 12 months an authorization to request a copy of that background check will be required. Hourly pay for a substitute administrative assistant is currently $21.80 per hour. Substitutes are paid on the 5th of each month for days worked 1-15 of the previous month, and on the 20th of the month for days worked 16 - end of previous month. Belle Plaine Public Schools uses the Frontline Substitute Placement System. Upon receipt of a clean background check, substitutes will be entered into the Frontline software system to receive notice of available substitute needs by phone as well as the ability to log on to Frontline to review upcoming available positions and customize your availability.