Administrative Assistant

Administrative Assistant (Class V)

The Elementary Principal Administrative Assistant provides administrative and operational support to ensure efficient daily school operations, effective communication, accurate recordkeeping, and coordination of student, staff, and family services.

Provide comprehensive clerical and administrative support to the elementary principal, staff, students, parents, and district personnel while ensuring compliance with established district procedures.

Participate in daily front office operations including answering phones, greeting visitors, scheduling appointments, and maintaining records.

Maintain student enrollment, withdrawals, attendance reporting, and student information system updates to ensure accurate student records and reporting compliance.

Support payroll and staffing operations by collecting and verifying timesheets, coordinating substitute teachers and paraprofessionals, and ensuring accurate substitute pay and account coding.

Prepare and maintain school communications and publications including newsletters, faculty bulletins, directories, class lists, and building handbooks.

Maintain office supply inventories, facilitate teacher supply orders, and ensure building operational resources are available throughout the school year.

Assist in the organization of school events, conferences, family engagement activities, field trips, and end-of-year celebrations including scheduling, communication, interpreters, and logistical support.

Manage principal calendars, meeting schedules, and daily workflow priorities to ensure efficient building administration and timely completion of responsibilities.

Serve as a liaison and coordination point for safety and emergency preparedness activities including fire drills, lockdowns, emergency protocols, and emergency resource management.

Support communication and family engagement systems by assisting families with online platforms, ensuring completion of required forms and applications including educational benefits and field trip permissions.

Coordinate volunteers, student workers, family outreach, kindergarten enrollment efforts, and educational benefit communication with families to support student and community engagement.

Organize and support operational planning activities including classroom assignments, teacher return preparation, radio inventory management, emergency materials, and substitute preparation materials.

Monitor and track behavioral data, attendance concerns, truancy follow-up, and other student support documentation to assist administrators in maintaining a safe and effective learning environment.

Other duties as assigned.

Minimum education and experience required to perform adequately in position could reasonably be attained only by completing the following: High school diploma or GED. One (1) to three (3) years of clerical experience, preferably in a school setting.

Experience in using Campus Information System (CIS) preferred. Valid driver's license.

Knowledge of office procedures, recordkeeping, and administrative practices. Knowledge of student enrollment, attendance, and school information systems. Knowledge of district policies, confidentiality requirements, and school procedures. Knowledge of budgeting, purchasing, and payroll support processes. Knowledge of school communication practices and family engagement processes. Knowledge of school safety procedures and emergency protocols. Strong organizational and time management skills. Effective written and verbal communication skills. Strong customer service and interpersonal skills. Skill in maintaining accurate records, reports, and files. Skill in coordinating schedules, meetings, events, and daily office operations. Skill in managing multiple priorities and solving problems in a fast-paced environment. Skill in assisting families with enrollment processes and required forms. Ability to work independently and manage multiple responsibilities with accuracy. Ability to maintain confidentiality and professionalism. Ability to communicate effectively with students, staff, families, and community members. Ability to adapt to changing priorities and daily interruptions. Ability to establish and maintain positive working relationships. Ability to support school operations, activities, and events efficiently. Ability to organize and maintain detailed records and documentation. Ability to provide a welcoming and supportive environment for families and visitors.

Benefits at South St. Paul Public Schools: HealthPartners coverage for medical and dental 403(b) retirement with district match PERA (Public Employees Retirement Association) benefits Flexible spending accounts Paid time off and leave benefits