Descriptors
Position Title: Administrative Assistant Department: Program / Building
Position Classification: Level IV Clerical Reports To: Program / Building Administrator
Exempt Status: Non-Exempt Revision Date: 2/2019
Supervisory: No
Approval: ___ Approval: __
(Executive Director of Human Resources) (Superintendent)
Job Summary
Assist the administrator by providing students, staff and community with knowledgeable and professional administrative support services, in addition
to data management, student tracking, budget management and working with various technology applications in an efficient and timely manner so
that overall district educational objectives may be achieved.
Essential Duties and Responsibilities
10% General Office Duties
- Answer direct, building and administrator line(s)
- Answer complex questions and handle escalated calls
- Assemble and manage mailings
- Point of contact for office supply vendors
- Copy, file and maintain paper or electronic files
40% Information Technology
- Pull reports from databases with multiple changes to
parameters
- Sort and export data
- Complete spreadsheet projects that include data
entry, sorting data, creating formulas and performing
calculations
- Work with multiple databases and programs
- Compile, coordinate and contribute to written
correspondences
- Assist others with technology questions and issues
and provide backup on software applications within
department and building
20% Bookkeeping
- Prepare PO's for review
- Reconcile monthly P-Card statements
- Maintain and order office supplies
- Apply appropriate budget codes to invoices
- Verify and prepare deposits
- Receive payments
- Prepare bills and collection notices
- Reconcile billings
- Track grants
- Process online payroll
- Manage credit payments and refunds
25% Staff Support
- Support a designated group or level and/or
administrator
- Access, prioritize and handle administrator emails
- Attend meetings as a proxy for administrator
- Take meeting notes
- Attend trainings and meetings to gather information for
department or administrator
- Manage daily office operations
- Schedule and arrange meetings
- Make travel and workshop arrangements
- Coordinate building and department events
- Prepare cost comparisons and research costs against
budget
- Review purchases against budget
- Approve electronic timesheets for employees
- Facilitate coverage for classrooms when needed
- Code and approve 3rd party substitute timesheets
5% Professional Development
- Attend meetings, in-services, and workshops as
required
Perform other duties as assigned or requested.
Clerical Job Description
Administrative Assistant
Work Requirements and Characteristics
Education/Certification Requirement:
- 2 years of post-secondary education, 4 year degree preferred or any combination of applicable experience and education
Experience:
- 3 to 5 years of previous office, computer and accounting if applicable
- 2 years of experience in a school environment desired
- 2 to 3 years of previous experience with a 4 year degree
Essential skills required to perform the work:
- Ability to communicate effectively with diverse populations
- Advanced clerical skills
- Advanced word processing and spreadsheet skills
- Organizational and time management skills
- Knowledge of the department and/or program
- Basic account/bookkeeping skills
- Conflict resolution skills
- Leadership skills
- Strong interpersonal skills
- Advanced ability to utilize different software programs
- Position requires advanced proficiency in technology, working collaboratively with office and district staff, and foreseeing and planning
for upcoming scheduled events in a timely manner
- Valid MN driver's license if required for position
Machines, Tools, Equipment, Electronic Devices, and Software Required:
- Operates office equipment including computer, printer, scanner, calculator, copier, multi -line phone system, facsimile
- Utilizes multiple software, databases and systems
Physical and Mental Requirements
Physical Job Requirements:
- Position involves extended periods of sitting while entering computer data
- Position involves occasional stooping to reach file drawers
- Position involves frequent fingering keys on word processing equipment and repetitive motions operating same
- Position involves occasionally lifting up to 20 pounds of computer reports, office supplies or mail.
Mental Job Requirements:
- Position requires handling multiple tasks at once while dealing with constant interruptions.
- Position requires exercising confidentiality in handling School District information.
- Position requires flexibility and a willingness to undertake a variety of tasks, sometimes at the direction of more than one person.
- Position requires meeting deadlines.
Hazardous Working Conditions:
- Normal office conditions
- Position may travel between buildings as needed
This description describes the general nature and work expected of an individual assigned to this position. Employees may be required to perform
other job-related duties as requested by their supervisor. All requirements are subject to possible modification to reasonably accommodate
individuals with a disability.