Administrative Assistant to the Elementary Principal

Administrative Assistant – Kennedy Principal

Reports To: Kennedy Principal

Classification:  8

Compensation & Benefits: Starting Rate of Pay:  $23.63 (Based on 2022-2024 Master Agreement)
9 month position - 199 Total Days (includes 10 Holidays & 5 Vacation Days)
Benefits are outlined in the Secretary (HESA) Master Agreement   https://www.hastings.k12.mn.us/page/human-resources

Start Date:  As soon as possible

Work Day: 7:30 am - 4:00 pm (8 hour work day with 30 minute unpaid lunch)

Job Summary:
Under the direction of the Elementary Principal, the Administrative Assistant – Elementary Principal is responsible for providing a variety of administrative functions and customer service support functions for the Elementary Principal and Elementary Office. Duties include such tasks and responsibilities as handling purchases and tracking building revenues and expenditures; providing general customer support/receptionist duties and administrative support functions; processing enrollment and withdrawal activities; prepares building payroll vouchers, enters comp time, and updates personnel changes, backs up other building administrative support staff, and other duties, as needed. 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.

Essential Duties and Responsibilities:
• Performs a variety of customer support services and responsibilities to include such representative tasks as:
a) Answering office phones, greeting visitors, referring calls or visitors to appropriate parties, and/or providing general information and assistance to inquiries.
b) Monitors students sent to main office for disciplinary reasons.
c) Monitors building visitors, ensures visitor sign-in.
d) Distributes incoming mail or interoffice correspondence/mail.

• Performs general accounting and bookkeeping tasks for the Elementary building.
a) Processes and handles all receipts and monies within the office. Prepares deposits and submits to District Office.
b) Handles petty cash for staff reimbursements and replenishes petty cash amounts per district procedures.
c) Assists the Principal in monitoring and tracking program budgets, building accounts and records.
d) Processes purchase orders for building purchases (school supplies, books, office supplies, etc.) and submits purchase orders to District Office.
e) Collects fees and/or fines for field trips, classroom donations, or other activities and prepares deposit slips and submits deposit to District Office.
f) Provides Principal monthly budget reports.

• Coordinates and makes arrangements for teacher conferences, meetings, workshops, training sessions, Principal appointment calendar, or other special events.

• Maintains and updates student records. Coordinates and implements new student enrollment activities/records and withdrawal of students and student records.

• Tracks student daily attendance in the student information system to ensure accurate attendance records.

• Monitors, reviews and tracks employee absences, verifies accuracy and approval routines to assure compliance and proper recordkeeping. Prepares payroll vouchers, enters comp time for appropriate activities, maintains and updates personnel changes. Reviews staff time and personnel records through Frontline and Time Clock to review and verify reported time and coding by staff.

• Performs other duties of a comparable level or type, as required.
a) Provides back up support and coverage for other building administrative support personnel.

Minimum Qualifications:
Requires a minimum of a High School Diploma and a minimum of 1-3 years prior related experience or an equivalent combination of education/experience 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.
• Fundamentals of computer operation and use.
• Familiarity with general office productivity software (i.e. word processing, spreadsheet, presentational software, email programs, Google programs, etc.)
• Fundamentals of computer operation and district specialized software/applications relevant to the district (i.e. SMART, Infinite Campus, Frontline, Timeclock, Raptor, etc.)
• Basic fundamentals of bookkeeping in accounting for fees, receipts and department purchases.
• Fundamentals of customer service, business etiquette and general office and recordkeeping procedures/requirements.
• Registration and enrollment processes and procedures of the department.
• General record keeping maintenance routines to perform data/record maintenance in filing or recording data in hard copy or data filing systems.

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.
• Applying and using word processing applications, spreadsheet applications and database applications.
• Customer service, business etiquette, and human relation skills in assisting, screening, handling and dealing with informational requests of district staff, students, coaches, parents, and the public.
• Performing general accounting/bookkeeping pertaining to purchase orders, billing and invoicing, maintaining building accounts and records.
• Prioritizing work and office organizational skills.
• Applying judgment, problem-solving and decision making to situations and activities in assigned program areas in accordance with understood district policies and administrative rules.
• Coordinating and making arrangements for school and staff events/meetings/special events.
• Maintaining and updating departmental files and records.
• Implementing and maintaining departmental records, files, or lists.
• Prioritizing job assignments and performing work assignments requiring attention to detail, precision and accuracy.
• Applying specialized district software applications used in the maintenance of department/building files and records.

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 to sit, use hands to finger, handle, or feel, talk, and hear; frequently sits; intermittently stands, 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.