Main Office Administrative Secretary- Full Year

Freetown Lakeville Regional School District; Lakeville (MN); On-site; USD 35,000 - 55,000; Full time

Job summary

An established educational institution is eager to welcome a proactive Administrative Assistant who thrives in a dynamic environment. This role is pivotal in ensuring smooth operations within the school, requiring exceptional organizational skills and a collaborative spirit. The ideal candidate will manage the Principal's calendar, facilitate effective communication among staff and stakeholders, and support various school activities. If you are dedicated to fostering an inclusive and efficient educational environment, this opportunity offers a chance to make a meaningful impact on students and staff alike.

Qualifications

• Experience in secretarial/office administration roles is essential.
• Strong skills in Microsoft Office and Google Suite are required.

Responsibilities

• Manage the Principal's calendar and coordinate meetings.
• Handle communications and maintain organized records.
• Assist with budgeting and tracking expenses for school activities.

Skills

Microsoft Office

Google Suite

Written Communication

Verbal Communication

Confidentiality

Problem-solving

Education

Associate's Degree

Bachelor's Degree

Tools

Aspen

Unipay

Thrillshare

Tyler

Aesop/Frontline

Job description

The students, staff, and administration of Apponequet Regional High School are excited to build upon our team of amazing educators as we seek a dynamic, forward-thinking, student-centered, staff-focused building leader. ARHS promotes a graduate who achieves through writing, reading, and collaborating effectively while using higher-order thinking to problem-solve. Graduates pair academic skills with resiliency and self-advocacy as they prepare for their future as honorable members of their community through positive behavior, accountability, and respect. We are dedicated to building and nurturing an inclusive and equitable environment for all students, staff, and stakeholders.

Position Objective

This role requires a proactive and solution-oriented approach to problem-solving, ensuring that tasks are completed without disruption to the school's operations. The Administrative Assistant will facilitate cross-functional collaboration, working closely with various departments, staff, and stakeholders to ensure seamless communication, coordination, and execution of school activities. By fostering strong relationships and maintaining a flexible, collaborative approach, the Administrative Assistant will play a key role in supporting the Principal and ensuring the smooth and effective functioning of the school.

Responsibilities

1. Coordinate and manage the Principal's calendar, scheduling meetings, events, and appointments in a timely and organized manner.
2. Schedule and arrange all meetings for the Principal, ensuring that attendees are informed and prepared.
3. Coordinate and manage the building calendar and Building Use Form process, including coordination with the district calendar.
4. Draft, proofread, and send internal and external correspondence, including memos, letters, and reports.
5. Maintain an organized filing system for both physical and electronic records, ensuring easy retrieval of documents as needed.
6. Prepare and confirm payroll, weekly.
7. Oversee the process for field trips and school bus booking.
8. Coordinate graduation ceremonies with the administration and senior advisors, including ordering diplomas.
9. Handle all incoming communications (calls, emails, and mail), respond promptly, and forward important information to the Principal.
10. Assist with organizing school events such as staff meetings, parent-teacher conferences, school council meetings, and community events.
11. Prepare and distribute meeting agendas, materials, and presentations in advance of events.
12. Serve as a liaison between the Principal, students, and parents, answering inquiries, scheduling appointments, and addressing concerns.
13. Handle sensitive and confidential information with discretion.
14. Help manage staff schedules, substitute teacher arrangements, and other administrative tasks.
15. Assist with tracking budgets and expenses for school activities.
16. Complete all purchase orders for the school.
17. Order office supplies, equipment, and materials needed for operations.
18. Provide administrative support for staff, including document preparation and inquiry response.
19. Manage the front desk or office reception, greeting visitors and answering phones.
20. Communicate facility needs or issues with appropriate departments.
21. Maintain documentation of policies, procedures, and updates.
22. Complete other tasks as assigned by the Principal.

Other Duties

This job description is not exhaustive; duties may change at any time. Employees are expected to fulfill other duties as assigned.

Required Qualifications

• Associate's Degree or higher.
• Secretarial/Office Administration experience.
• Strong Microsoft Office and Google Suite skills.
• Knowledge of spreadsheets; Aspen experience preferred.
• Knowledge of other platforms like Unipay, Thrillshare, Tyler, and Aesop/Frontline preferred.
• Good written and verbal communication skills.
• Ability to maintain confidentiality.
• Ability to work independently and under stress.
• Experience in a school district is desirable.

Social/Civic Expectations

Freetown-Lakeville students and staff will practice responsible citizenship, respect self and others, accept responsibility, and work cooperatively.

Preferred Qualifications

• Bachelor's Degree.
• Experience as a secretary in a school setting.
• Knowledge of SIS system, preferably Aspen.

Salary & Terms of Employment

In accordance with the Freetown-Lakeville Regional School District Educators' Association contract. Employment is contingent upon performance, program needs, and funding. This is a school-year position.

Contact

Mrs. Kahlan Dessert
[e-mail]
508.947-2660 ext. 1150

Learn more about us at https://www.freelake.org/