Description
Position Title: Administrative Assistant (Class V)
Department: CLC (Community Learning Center)
Immediate Supervisor's Position Title: High School Assistant Principal
FLSA Status: Non-Exempt
Salary Range: $24.50 to $27.91 per hour
General Summary of Purpose of Job:
This role provides comprehensive administrative and operational support to ensure efficient school functioning and accurate student information management. Responsibilities include serving as the primary front-office contact for students, families, and staff; coordinating daily staffing coverage and substitute payroll processes; overseeing student attendance tracking and reporting; managing enrollment, scheduling, transfers, and withdrawals in compliance with state requirements; maintaining and updating student records within the information system; preparing official documents and required reports; and supporting student health, safety, and data compliance procedures.
SECTION II: ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Serve as the primary point of contact for students, families, and staff by providing comprehensive front office and receptionist support, including answering phones and emails, greeting and directing visitors, handling general inquiries, and managing enrollment-related communications.
- Coordinate and manage daily staffing coverage, distributing keys and attendance materials, and verifying, reviewing, and approving substitute time and payroll records in partnership with Kelly Services.
- Manage daily student attendance by entering attendance and hybrid schedules, running absence reports, monitoring attendance trends, participating in weekly meetings, and sending required absence notifications to families.
- Process student enrollments, including entering enrollment dates, coordinating enrollment meetings with families and administrators, and communicating new student information to teachers.
- Process student withdrawals and transfers by updating the student information system, ensuring MARSS-compliant dates, coordinating documentation and final grades, communicating with receiving schools, and maintaining accurate records and notifications.
- Manage student records, scheduling, and enrollment by maintaining accurate student information system data, creating and updating schedules and rosters, building courses and sections, enrolling students in programs, setting up online accounts, and adjusting schedules based on student progress.
- Prepare and distribute official student documents and reports, including transcripts, verification letters, credit and attendance reports, state-required reports, and responses to data requests.
- Support student health, safety, and compliance needs by tracking medication distribution in the system, maintaining required lists, providing basic first aid support, and ensuring safety-related updates to student records and class lists.
- Coordinate and manage logistics for all major school events, including field trips and graduation ceremonies.
- Perform other duties as assigned.
SECTION III: WORK REQUIREMENTS AND CHARACTERISTICS
EDUCATION/EXPERIENCE REQUIREMENTS: 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.
PREFERRED EDUCATION/EXPERIENCE REQUIREMENTS:
- Experience in using Campus Information System (CIS) preferred.
LICENSE/CERTIFICATION: (Identify licenses/certification required upon hiring:
- Valid driver's license
ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES REQUIRED TO PERFORM THE WORK
- Knowledge of data privacy rules and regulations related to students and confidentiality requirements.
- Knowledge of Microsoft Office applications including Word, Excel, and Outlook.
- Excellent student information software skills.
- Excellent customer service skills.
- Demonstrated collaboration skills.
- Demonstrated proficiency using Word, Excel, and Outlook.
- Strong oral and written communication skills.
- Ability to communicate effectively both orally and in writing with staff, students, and families.
- Ability to work independently with minimal direction.
- Ability to understand and follow data privacy rules and maintain confidentiality.
- Ability to maintain prompt, regular, and reliable attendance.
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