Administrative Assistant III

SUMMARY OF RESPONSIBILITIES

Under the supervision of the Assistant Superintendent, the Administrative Assistant III's duties include but are not limited to overseeing the daily operation of the department  and providing administrative/clerical support to the Assistant Superintendent and identified staff, assisting with departmental duties that provide direct support to students and families, and providing customer service to students, parents, and community members.

DUTIES AND RESPONSIBILITIES

• Coordinates special projects and determines work priorities within the office.
• Serves as a resource to staff with respect to duties, program rules, procedures, and office routines or practices.
• Assist with enrollment, registration, or special events.
• Recommends changes in office procedures and operations to improve office efficiency and department operations.
• Serves as a liaison between the staff, public, and administrators/supervisors in the department concerning department administrative rules and procedures. Answers questions and provides program related information to families and students.
• Provide ongoing communication to/from the Assistant Superintendent, staff, students, and families.
• Prepares correspondence notices, agendas, bulletins, and other communications or correspondence.
• Schedules meetings, conferences, and appointments for the Assistant Superintendent and identified staff.
• Maintains student data, files, and database, as directed by assigned approver/s.
• Orders curriculum materials, supplies, and equipment.
• Coordinates and schedules applicant interviews, reviews p-card reconciliation needs, department timesheets and invoices, and Droplet submissions for accuracy and completeness.
• Prepares purchase requisitions/vouchers online; assigns codes and works with Business Office staff to ensure prompt payment.
• Monitors and tracks budget line items for the department/programs in Instruction and Learning.
• Responsible for District-wide purchasing and accounts payable function.
• Monitors and tracks budget line items for the department/program.
• Inputs student data and child counts for state, federal, other agencies, or School Board.
• Codes and enters all revenues and expenditures for the department.
• Processes invoices and vouchers for all department programs; prepares deposits.
• Attends staff meetings or training sessions to keep informed of District procedures or issues impacting job functions.
• Works with Instruction and Learning staff to submit, monitor budgets, generates reports and assists with funding allocations and monitoring of funds.
• Other duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge program/departmental/building office procedures and routines pertaining to job assignments.
• Knowledge of general district-wide administrative policies and procedures.
• Knowledge of District specialized programs and applications (e.g., student accounting, finance, etc.)
• Fundamentals of bookkeeping and accounting.
• Fundamentals of computer operation and use of office productivity software (e.g. word, excel, presentational software, desktop publishing software, email, etc.)
• Records retention and record maintenance procedures and processes.
• Knowledge of data privacy as it pertains to job assignments and responsibilities.
• General knowledge and use of such equipment as intercom system operation, duplicating equipment, fax machines, postage machines, computer applications for data entry or file/record maintenance, calculators, and other general office equipment.
• Customer service and human relations skills in assisting, dealing with, and applying proper communication etiquette, judgment, and discretion in providing and dealing with the staff, public, and District personnel.
• Applying and using word processing applications, spreadsheet applications, and database applications.
• Applying judgment and discretion in carrying out department, program, and/or building-specific procedures, policies, and operational routines pertaining to assigned areas of responsibility.
• Organizing, planning, and making arrangements for conferences, meetings, training sessions, graduations, special events, etc.
• Leading and coordinating office projects, work priorities, and office administrative procedures.
• Implementing District operations pertaining to the preparation of purchase orders, the ordering of instructional materials, supplies and office equipment.
• Communication, and interpersonal skills, as applied to interaction with coworkers, high-level administrators, department staff, the general public, etc. sufficient to exchange or convey information and to receive work direction.
• Implementing and maintaining departmental records, files, or lists.
• Prioritizing job assignments and performing work assignments requiring attention to detail, precision, and accuracy.
• Skilled in the various administrative, secretarial, and clerical functions within the facility and providing backup and support as needed.
• Applying specialized District software applications used in the maintenance of department/building files and records.

PHYSICAL DEMANDS

• The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to handle, or feel; talk, and hear.
• The employee is occasionally required to stand; walk; reach with hands and arms, and lift and/or move up to 10 pounds. Specific vision abilities required by this job include closeness and the ability to adjust focus.

WORK ENVIRONMENT

• The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually quiet. 

EDUCATION and/or EXPERIENCE

• AA Degree of Vocational certificate.
• Requires a minimum of three years of secretarial/administrative experience or training as determined by Human Resources.

BENEFIT INFORMATION
St. Louis Park Schools provides a comprehensive benefits package for employees working 20 or more hours per week. Key benefits include:

• 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 Employment Contracts.

Salary : $20 - $32