Senior School Office Administrator

Wifca; Madison (WI); On-site; USD 39,000 - 40,000; Part time

Job summary

Madison Metropolitan School District seeks a skilled middle school operations administrator to provide comprehensive office support, manage attendance, budgets, and data reporting using IC and multiple district systems.

The role emphasizes confidentiality, customer service, and teamwork across departments, with potential for hybrid/onsite scheduling and the ability to handle high-volume tasks and deadlines.

Qualifications

• 3 years successful secretarial experience or a combination of secretarial experience and formal secretarial training equivalent to 3 years, including computer mastery.
• One year bookkeeping/accounting experience;
• Advanced knowledge of and proficiency with Oasys, School Messenger, Class 7, Kronos, Munis, Subfinder, Infinite Campus, Microsoft Suite, Gmail and Google Docs.
• Advanced keyboarding skills are required. Skills tests in this area will be used to consider candidates.
• Ability to run database reports and communicate information in print form through a variety of formats.
• Demonstrated organizational skills and proven ability to be self-directed.
• Ability to prioritize.
• Advanced knowledge of best practice in accounting, bookkeeping and financial reporting.
• Experience working in a High School setting with demonstrated cultural competence in working with a diverse family population.
• Ability to manage and maintain a welcoming, non judgmental and professional main office atmosphere. This includes positive customer service while speaking on the phone, responding to people through the security system and people in person.
• Ability to strategically assign staff to supervision duties balancing multiple schedules.
• Strong oral and written communication skills.
• Demonstrated skill in positive and professional communication with the ability to maintain confidentiality and composure during stressful situations.
• Ability to manage time effectively, work independently, problem solve, multi-task and make sound judgments.
• Ability to maintain an organized and efficient office environment.
• Ability to manage multiple tasks in a timely and courteous manner.
• Ability to communicate effectively with school staff and parents both orally and in written form.
• Ability to manage multiple budgets and process travel reimbursements.
• Ability to use office management software efficiently and effectively for given tasks.
• Ability to enter and manipulate data on MUNIS and in Infinite Campus.
• Strong customer service skills (telephone and reception) in dealing with MMDS staff and the community.
• Ability to problem solve effectively and courteously around customer needs.
• Effective organizational skills, ability to work independently and self-directed work tasks.
• Ability to be a productive team player.
• Workload may require overtime during high peak project deadlines, e.g. enrollment, start and end of school.
• Experience working cross-culturally and/or commitment to work toward improving one's own cultural competence.

Responsibilities

• Manage a welcoming and professional main office atmosphere where parent/guardian, student and community member concerns are addressed quickly and efficiently.
• Manage, record, and monitor student attendance and track area of concern & follow through with phone calls and promote District attendance goals.
• Manage various district budgets including Formula, Title I, SIP, Staff Development, Donations, etc., ensuring proper guidelines are being used throughout the school and the use of procurement cards.
• Strong knowledge of IC with the ability to navigate the multiple data resources to include student management, report card management, use of Ad Hoc filter, behavior management, course scheduling, Data Dashboard and other data collection needs.
• Work with Student Services Team to execute and schedule parent meetings including truancy meetings.
• Ability to file, sort and distribute mail.
• Maintain and generate school checks, financial account records and bank deposits per District money handling procedures.
• Ability to seek resources requested and complete task of ordering a large variety of school purchasing needs through District and external suppliers; maintain inventory of supplies and order replacements as needed.
• Manage and facilitate registration days, and all facets of student record keeping including adding and dropping students, making sure changes to student records are updated, course and class placements, report cards, student fees.
• Ability to create letters, memos; assist in maintenance of letters of records which includes merged address labels and letters.
• Prepare memos, newsletters and weekly bulletin correspondence.
• Maintain order when students are present. Facilitate behavior support calls and documentation.
• Assist students who are ill or injured, may include administering medications in the absence of a school nurse.
• Ability to communicate effectively with office assistants and administrators of workload and office needs.
• Ability to train assistants in the office with most current procedures and to be able to delegate assignments as needed to meet deadlines.
• Prepare information and forms (to include large mailings) for schools, parents, and teachers.
• Respond to phone calls with questions about summer school and early & extended learning.
• Order materials.
• Collaborate and effectively communicate with other school departments, which are a part of summer school.
• Organize registration for summer school including development of forms and communication with other departments.
• Support extended learning summer school secretaries.
• Prepare extended employment projects and enter payrolls.
• Establish and develop new procedures and processes for early and extended summer school.
• Provide support for basic clerical tasks within in the department as needed: mailings, duplication, project assembly, etc.
• Navigate the Infinite Campus (IC): establish queries, verify data quality, present data graphically.
• Prepare, monitor, budget and produce reports for Principal.
• Evaluates and makes recommendations for continued improvements related to communication and information flow for the school.
• Other related duties as assigned.

Skills

Office management

Data management

Budgeting and accounting

Attendance tracking

Communication

Staff training

Supervision

Customer service

Time management

Problem solving

Tools

Oasys

School Messenger

Class 7

Kronos

Munis

Subfinder

Infinite Campus

Microsoft Office

Gmail

Google Docs

Job description

Madison Metropolitan School District seeks a skilled middle school operations administrator to provide comprehensive office support, manage attendance, budgets, and data reporting using IC and multiple district systems.

The role emphasizes confidentiality, customer service, and teamwork across departments, with potential for hybrid/onsite scheduling and the ability to handle high-volume tasks and deadlines.