Administrative Assistant. Shoreview Move Collective

Administrative Assistant

Shoreview - Shoreview, MN 55126

Salary Range $23.00 - $25.00 Hourly Position Type Full Time

POSITION TITLE:

Administrative Assistant

POSITION STATUS:
Non-exempt

FUNCTIONAL SUPERVISOR:
Principal

SCHEDULE:

Monday - Friday, 7:45 am - 4:15 pm

DUTY DAYS: 197 per school year

POSITION

PURPOSE:

The Administrative Assistant provides administrative support to school leadership while serving as the primary coordinator for licensed staff scheduling and daily coverage, assists with standardized academic testing, purchase orders, scheduling, supporting the HR department and a variety of clerical support.

ESSENTIAL FUNCTIONS:

• Schedule licensed staff, maintain time off and blackout day requests, subbing and update start page.
• Site Assessment Coordinator duties.
• Process purchase orders.
• Support Human Resources with Paycom updates and data entry, recruitment site updates, reports, HQ testing and/or projects as needed.
• Assist other Lionsgate Academy programs and Supervisors with Administrative duties as needed.
• High School Freshman and Senior Orientation: organize and conduct high school orientations for incoming 9th and 12th grade students, along with principal, transitions team, and case manager (Admin Asst is lead); prepare folders with materials including transcripts, coordinate communication and event set up, etc.
• Assist with Graduation, enrollment, open house and info sessions as needed.
• Perform data collection/generate reports; i.e., pulling reports/data on students and/or staff as needed.
• Cover Front Desk and provide back up on a rotation with other administrative assistants for lunch breaks and when the receptionist is absent. Including, but not limited to answering phones, taking messages, directing calls, coordinating general school office operations, and greeting and attending to school visitors, school staff, and student requests.
• Regular, prompt attendance is required.

Scheduler:

• Create, maintain, and adjust daily and long-term licensed staff schedules to ensure proper student support when absences occur.
• Monitor staff attendance, time off requests, blackout day requests and schedule changes.
• Collaborate with leadership to ensure adequate coverage for instructional and support needs.
• Maintain scheduling systems and ensure accuracy of scheduling data.
• Update Start Page and spreadsheets with staff absences throughout the day.
• Respond to unexpected scheduling or operational issues with professionalism and urgency.

Site Assessment Coordinator (SAC)

• Create testing schedules (under supervision of DAC) including reserving rooms, sending calendar invites, ensuring that tested content teachers are aware of in classroom testing, etc.
• Implement test security policies and procedures; maintain security of test materials
• Ensure appropriate testing conditions are provided according to IEP and 504 accommodations.
• Assist in training staff on testing procedures.
• Be available to answer questions from Test Monitors and Test Administrators.
• In conjunction with the District Assessment Coordinator and Principal, ensure the requirements for embargoed final assessment results are followed.
• Work with other schedulers to organize staff coverage on testing days.

Purchase Orders

• Processes approved purchase orders.
• Receives, documents and prepares orders for distribution.
• Helps staff through the purchasing process.

COMPETENCIES:

Student & Staff Interaction

• Ability to work effectively with individuals with autism spectrum disorder and other learning differences
• Develop respectful, professional rapport with students and staff
• Effectively present information in one-on-one and small group settings to staff, parents, students, administrators, and the public

Communication Skills

• Communicate clearly and concisely, both orally and in writing
• Demonstrate clear, prompt, and professional communication
• Read and comprehend simple instructions, correspondence, and memos
• Develop and edit written content

Professionalism & Ethics

• Maintain strict confidentiality regarding students, staff, and families
• Adhere to district, state, and federal laws, as well as school policies and procedures
• Demonstrate professional ethics, credibility, and sound judgment
• Exh…