Level V Head Office Assistant at Minnetonka Middle School West, 8 hours per day, 12 months per year

Office Assistants / Middle School Head Office Assistant

• Date Posted :

2 / 25 / 2025

• Location :

Minnetonka Middle School West (MMW)

• Date Available :

March 2025

• Closing Date :

03 / 04 / 2025

Assignment Details :

8 hours per day, 12 months per year

Work schedule 8 : 00 a.m. to 4 : 30 p.m.

Minimum hourly rate : $26.15 Click here to view the wage schedule . Wages can be found in Appendix A.

Medical and dental benefit eligible position. Click here to view benefit details.

Job Responsibilities :

1. Administrative / Clerical Support

• Anticipate and provide clerical and administrative support to principals, staff, students and MMW families.
• Provide excellent customer service at all times when greeting visitors to MMW and when answering the telephone.
• Hold in confidence sensitive information and materials received by the principal and assistant principal.
• Provide support, answer questions and facilitate the handling of general and confidential information and other requests by callers.
• Make appropriate decisions in response to student and staff situations and inform the appropriate principal of such situations and / or potential concerns.
• Serve as a liaison between MMW and parents, staff, PTA and various other connected agencies and the community.
• Create agendas and prepare materials for staff meetings and Administration / Building meetings.
• Communicate weekly with building head custodian regarding building events.
• Assist principal in prioritization of principal's workflow.
• Create and publish weekly MMW Newsletter and other important information to MMW staff and families via email on Parent Link.
• Post announcements, calendars, and other relevant information on the MMW web page.
• Create fliers, correspondence, mailings, handbooks for staff and parents, student and staff directories and reserve teacher folders.
• Anticipate and prepare appropriate materials and facilitate various procedures to help promote smooth transitions for students, staff and families at both the opening and closing of the school year.
• Provide assistance to students, staff and parents when answering questions, assisting with projects and resolving problems / difficulties. This includes before / after school related activities and programs.
• Prepare payroll for all paraprofessionals, clerical staff and reserve teachers.
• Anticipate, prearrange, and coordinate reserve coverage of all certified and non-certified staff. Maintain excellent working relationships with reserve teachers, paraprofessionals, clerical to promote support of MMW staff.
• Coordinate all field trip arrangements including securing buses, estimating cost to students, prepare permission slips, make deposits and pay bills.
• Create informational pieces to facilitate clear communication in building.
• Maintain and support building master calendar.
• Provide support and assistance to many district initiatives as they occur.

2. Financial Skills Support

• Use Skyward Finance to monitor and initiate financial reports for staff development, student activity and payroll.
• Process staff development requests approved by the Staff Development Committee
• Process registration fees for staff at workshops and seminars.
• Submit expense reports for reimbursement to district accounting office.

3. Organizational Skills Support

• Schedule appointments for principal and maintain updates to the calendars and files.
• Collaborate with prioritization of principal's schedule.
• Organize school activities, events and presentations and ensure all support is in place.
• Reserve the building for events through the district scheduling office. Collaborate with custodial support when needed.
• Coordinate volunteer efforts including field trips, student and staff new orientation, Open Houses, Friendly Presence and school party volunteers.
• Coordinate updates to school signs.

4. Summer and Back to School Support

• Collaborate in creation of staff workshop week agenda, itineraries, activities and back-to-school open house logistics.
• Mail student immunization status letters in July.
• Provide labels, reports and schedules.
• Update all forms, calendars, and fliers for staff and student packets.
• Coordinate student packets for summer pickup.
• Mail principals' back to school letter to all staff.
• Send out information packets to new building staff.
• Maintain team listing for principals.
• Compose and distribute building staff directory and birthday calendars.
• Sort incoming mail for entire building and sign for all deliveries.
• Manipulate student schedules within the Skyward master schedule system

5. Office Coordination

• Provide information and problem solving for staff, students and volunteers on proper procedures for the building.
• Give work direction and delegate tasks to other clerical and paraprofessional support staff.
• Respond to urgent emergency issues as they arise and determine appropriate response. Make decisions as required.
• Maintain building conference room scheduling in Microsoft Office.
• Maintain distribution of building keys to staff.
• Maintain office efficiency by planning, implementing, and supporting office systems and office staff.
• Design and implement office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments.
• Organize projects and resources in support of MMW administration, staff, and students.

6. Perform other duties of a similar nature or level.

Job Qualifications :

• Evidence of successful work experience using advanced features of Microsoft Office and Google docs, sheets, and slides. Experience with Exact Target and Applitrack preferred.
• Evidence of ability to process documents at a minimum typing rate of 60 wpm.
• Evidence of ability to manipulate student schedules within the Skyward master schedule system.
• Evidence of the ability to independently communicate with families using the School Messager software.
• Evidence of excellent human relations and communication skills.
• Evidence of excellent attention-to-detail and strong proofreading skills.
• Evidence of ability to prioritize and handle multiple tasks simultaneously.
• Evidence of ability to work with minimum supervision.
• Evidence of ability to anticipate, analyze, and problem-solve various situations.
• Evidence of excellent organizational and record-keeping duties.
• Evidence of ability to stay on task with frequent interruptions.
• Evidence of ability to perform duties under pressure, handle constant interruptions, and adjust to changing priorities.
• Evidence of ability to maintain confidentiality of school-related information.

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