Administrative Assistant

RUM RIVER SPECIAL EDUCATION COOP

Cambridge (MN)

On-site

USD 42,000 - 54,000

Full time

5 days ago

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Job summary

RUM RIVER SPECIAL EDUCATION COOP seeks an School Administrative Assistant to assist the Program Coordinator with secretarial tasks, accounts payable, and office management. The role involves handling Student Information Systems, forms, and MARSS data, with focus on confidentiality and ethical standards.

Responsibilities include data entry, billing, document preparation, records management, PCard administration, interviewing support, and health office services for students.

Qualifications

High School diploma or GED required.
Two-year post-high school degree in Administrative field preferred.
Proficiency with standard office equipment and secretarial practices.

Responsibilities

Enter and maintain student data in Synergy SIS and SpEd Forms.
Create and send student tuition billing documents.
Print and mail due process documents, report cards, and progress reports.
Answer and make phone calls.
Monitor and maintain an inventory of office supplies.
Create and maintain student, staff, and program files.
Type documents and correspondence.
Photocopy, scan, and mail program documents.
Create and send emails for the program staff.
Respond to requests for records.
Review and reconcile purchase orders and pays invoices.
Act as program PCard administrator.
Reconcile and code PCard statements for the Program Coordinator and gather receipts.
Create and post job postings for the Program Coordinator.
Set up interviews, prepare interview questions, retain interview documents.
New Hire Workflow for RRSEC New Hire.
Provide health office services to students.
Monitor and administer student medications.
Food service safety, compliance & monitoring.
Perform other duties as assigned.

Skills

Team collaboration

Willingness to learn

Excellent written & verbal

Adaptability

Problem solving

Student-focused

Technology literacy

Independent work

Multitasking

Communication coaching

Education

High School diploma or GED

Administrative field degree (2-year preferred)

Tools

Office equipment

Job description

School Administrative Assistant

Position Purpose

The primary role of the program Administrative Assistant is to assist the Program Coordinator in their responsibilities through the performance of secretarial, accounts payable, and coordinating tasks, as well as office management. This position may have access to confidential information and must promote and maintain high ethical and confidential standards. This position performs intermediate-skilled administrative support functions overseeing Student Information Systems (Synergy), SpEd Forms, Minnesota Common Course Catalogue (MCCC), and Minnesota Automated Reporting Student System (MARSS).

Essential Functions

Enter and maintain student data into Synergy Student Information System (SIS) and other databases (SpEd Forms)
Create and send student tuition billing documents to student resident districts.
Print and mail due process documents, report cards, progress reports, and other student or program materials.
Answer and make phone calls.
Monitor and maintain an inventory of office supplies
Create and maintain student, staff, and program files, both paper and electronic.
Type documents and correspondence.
Photocopy, scan, and mail program documents.
Create and send emails for the program staff.
Respond to requests for records.
Reviews and reconciles purchase orders and pays invoices
Act as program PCard administrator
Reconcile and Code PCard statements for the Program Coordinator and gather receipts and other documents for the Program Coordinator to approve
Create and post job postings for the Program Coordinator
Set up interviews, prepare interview questions, and retain all interview documents for each posting
For all program new hires, create RRSEC New Hire Workflow
Provide health office services to students.
Monitor and administer student medications.
Food service safety, compliance & monitoring
Perform other duties as assigned

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as personal computer, copy machine, and telephone.

Travel Requirements

Limited travel to and from meetings may be required.

Education & Training

Required: High School diploma or GED
Preferred: Two-year post-high school degree in the Administrative field

Work Experience

Preferred: Three or more years working in a related position
Proficiency in dealing with the public, including parents and professionals from member districts and other organizations; proficiency in common clerical skills; attention to detail, knowledge, and comfort with a variety of office equipment andsoftware programs; effective interpersonal skills.

Other Qualifications

Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of departmental programs and policies; ability to type at a reasonable rate of speed; ability to make arithmetical calculations; ability to meet the public effectively; ability to operate a variety of office equipment including data and word processing equipment; ability to follow oral and written instructions; ability to establish and maintain effective working relationships with associates, students and the general public.

Personal Skills

Ability to work collaboratively on a team
A passion and willingness to learn and grow
Strong oral and written communication skills
Adaptability based on changing needs
Solutions-focused problem-solving skills
Desire to work with students from pre-K to 12 with varying levels of needs.
Adept in learning and using new technology.
Ability to work independently.
Organizational skills to manage multiple projects and prioritize demands
Strong oral and written communication skills
Strong coaching and consultation skills
Adept in learning and using new technology

Physical and Mental Demands, Work Hazards

Ability to hear and understand speech at normal speech levels. Ability to communicate so others will be able to clearly understand normal conversation.

Ability to lift up to 25 pounds. Ability to carry up to 25 pounds.
Moderate to high stress levels.
Daily contact with students, teachers, and school staff.
Regular contact with parents, community members, and outside agency personnel.
Ability to work in an environment with individuals displaying verbally and physically aggressive, self-abusive, or socially undesirable behavior.
Work occasionally requires exposure to outdoor weather conditions and exposure to bloodborne pathogens, and may require the wearing of personal protective equipment.
Ability to type and create documents.

Qualification Profile

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

Graduation from high school.

Reports to the Program Coordinator