Category:
Non-Instructional Support Staff/Secretary
Date Posted:
9/25/2024
Location:
Hastings Middle School
Administrative Assistant – MS Principal
Exempt Status: Non-Exempt
Reports To: MS School Principal
Classification: 8
Compensation/Benefits:
Starting Rate of Pay: $23.63 (Based on 2022-2024 Master Agreement)
Benefits and Leave: According to HESA Master Agreement
Link to HESA Master Agreement:
https://www.hastings.k12.mn.us/common/pages/DownloadFileByUrl.aspx?key=uLJukN7vrX6zLsESgQWDmyn1vrh1errMcGK%2bvU3tK5gCtBEcsvBW7ohw9GoeGeQLSSNvIzkrni4UEw1yIcujH8ax8jenJBGim8P10gND6r35vabPCjfAxPOHQAm9GoOxCIK7phpsBFZIfXmPDKGT9ZlCh%2fRZnR8zGgRR0OX4gjGL5K6%2bd5D%2fh4%2b7FVLm3qYeQoQwLg%3d%3d
Job Summary:
Under the direction of the Middle School Principal, the Administrative Assistant – MS Principal is responsible for
overseeing the AESOP system to identify teacher absences and assign substitutes for coverage or provides colleague
coverage, if necessary; monitoring and reviewing staff hours recorded in Time Clock Plus and coding; handling purchase
orders and runs budget reports in SMART Finance; and provides general administrative support within the office and for
the Principal.
Essential duties outlined below are intended as “representative” examples of the level, nature and decision making
expected of positions assigned to this classification. The duties below are not intended to be a comprehensive listing of all
duties and tasks performed by the employees assigned to this classification.
Supervisory Responsibilities:
- Direct Supervision: None
- Indirect Supervision: None
- Essential Duties and Responsibilities:
- Accesses and monitors AESOP daily to identify any teacher absences.
- Schedules and locates substitutes if AESOP program does not locate substitutes.
- Finds colleague, if necessary, to substitute and enters every hour of coverage and award comp time or associated
- pay.
- Approves absences every pay period.
- Reviews staff hours and coding daily in Time Clock Plus.
- Adjusts and corrects entries and coding, if necessary.
- Reminds hourly staff to enter holidays.
- Confirms leave absences.
- Prepares purchase orders in SMART Finance.
- Runs reports for Principal and departments regarding purchase amounts and budget amounts/totals.
- Follows district procedures and guidelines for the purchasing and payment of expenditures.
- Provides general customer service duties and office support activities to include:
- Directs phone calls and assists staff with faxes, posters, copies, laminating, and announcements.
- Assists staff in the Copy Center. Makes copies and delivers District Office or MS staff.
- Calls vendors for copy service and repair. Fills copier machines with paper, toner, staples, etc.
- Supervises office aides delivering copies to the District Office, classrooms or staff mail.
- Prints ad hoc reports for the Principal for administrators, county agencies or to provide student, parent of staff
- information from the student information database (Infinite Campus).
- Maintains and updates the MS website.
- Sends grade/school wide emails via Infinite Campus.
- Processes building payroll gathering vouchers from staff. Process payments for lunchroom supervision assuring dates and times are correct for Principal signature.
- Makes arrangements for various MS field trips or grade level trips. Collects and makes deposits for field trips. Sends emails to parents reminding them of field trip deadlines.
- Performs other duties of a comparable level or type, as required.
- Assists in various administrative support special projects, as required.
- Monitors doors master locks in accordance with security and safety procedures.
Minimum Qualifications:
Requires a minimum of a High School Diploma and 1-3 years prior experience required; or an equivalent combination of
education/experience necessary to perform the work.
Essential Knowledge And Specialized Subject Knowledge Required To Perform The Essential Functions Of The Job:
- Knowledge of general office procedures and practices.
- Knowledge and skilled in office etiquette and customer service procedures and routines, and office equipment.
- Knowledge of recordkeeping processes and operations including specialized district software (e.g. AESOP, Infinite
- Campus, SMART Finance, Time Clock Plus, etc.).
- Fundamentals of computer operation and use.
- Familiarity with general office productivity software (i.e. word processing, spreadsheet, internet browsers, email
- programs, etc.).
- Building policies and procedures impacting administrative operational requirements.
- Knowledge of general phone systems and general office equipment.
- Knowledge of school practices, policies, and administrative guidelines.
- Fundamentals and basics of bookkeeping and accounting routines and district processes.
Essential Skills Necessary To Perform The Work:
- Basic math skills needed to add, subtract, multiple and divide units of measure using whole numbers, fractions and/or
- decimals.
- Customer service, business etiquette, and human relation skills in assisting, screening, handling and dealing with
- informational requests of district staff, vendors, public, and other district personnel.
- Maintaining cooperative working relationships with district employees.
- Following oral and written instructions.
- Applying and using word processing applications, spreadsheet applications and specialized database applications (e.g.
- MS Office, SMART FINANCE, AESOP, Time Clock Plus, Infinite Campus, etc.).
- Oral and written communication.
- Applying department and/or building specific procedures, policies, operational routines pertaining to assigned areas of responsibility.
- Carrying out administrative support functions requiring attention to detail, precision and accuracy.
- Fundamentals of business grammar and basic business math.
- Implementing, updating and maintaining a variety of student/staff/financial databases for the building.
- Prioritizing job assignments.
- Time management skills.
- Performing work assignments requiring attention to detail, precision and accuracy.
- Providing confidential and secretarial support to the building administrator in the preparation of correspondence, letters, parent notifications or other correspondence
Work Environment:
This is an administrative support position performing job duties and assignments in a typical district office environment
where there are a minimum of environmental hazards and risks associated with performing the job.
Physical Job Requirements:
Employee is continuously required talk and hear, and reach with hands and arms; intermittently stands, walks sit, uses
hands to finger, handle or feel, and reaches with hands and arms. Exerting up to 25 pounds of force occasionally, and/or
a negligible amount of force constantly to lift, carry, push, and pull or otherwise move objects, including the human body.
