Administrative Assistant - Activities Accounts At Cottage Grove Middle School

POSITION: Administrative Assistant

• Activities Accounts

10 month

• Class 5 - 8 hours per day

HOURS: 7:00 a.m.

• 3:30 p.m. with ½ hour unpaid lunch

LOCATION: Cottage Grove Middle School

STARTING PAY: $19.78 per hour (Step 1)

ANTICIPATED START DATE: August 7, 2024

AVAILABLE FOR APPLICATION: Open until filled

POSITION SUMMARY:

The primary responsibilities of this position include working with a variety of building level accounts, purchase requests, and budget for the assigned building. This position monitors attendance and truancy records.

General Office Functions

• Assist students, staff, and parents, including: greet people entering the office; assist with directions, information, provide positive and friendly customer service in person and over the telephone. Remain cheerful, calm and professional in all situations

• Provide clerical support, which may include:

• Correspondence/flyer distribution

• Data entry/Infinite Campus support

• Copying/filing

• Correspondence and spreadsheets using Word, Excel, and Outlook

• Maintain confidentiality and data privacy for employees and students.

• Treat students and staff with fairness and equity. Understands and supports students and staff with varying cultural, ethnic, sexual orientation, religious, and/or language backgrounds.

• Other duties as assigned.

Department Specific Job Functions

• Maintain all building fund accounts

• Prepare reports of the various accounts for auditing purposes

• Prepare activity purchase orders

• Order supplies for building staff, monitor budget

• Collect activity fees and accounts for the same.

• Check in and distributes all supplies and equipment

• Deposit fund in a timely manner

• Forward all receipts to finance office

• Assist with building and reconciling budgets for the general fund, student activity accounts, capital outlay, gift accounts, targeted services, compensatory education and staff development. Maintain and record deposits and petty cash.

• Use P-Card to purchase items for staff. Code, track and reconcile monthly P-card charges

• Process all approved purchase orders, expense vouchers, conference requests

• Perform daily data-entry/bookkeeping and processes monthly financial reports

• Coordinate transportation/field trips requests

• Monitor and track attendance and truancy data

• Enter daily attendance in Infinite Campus

• Issue admit slips, tardy slips, and permits to leave

• Contact staff and/or parents regarding absences and/or tardies

• Manage phone system in regard to attendance issues

• Process and enter detention notifications

• Prepare daily attendance reports

• Prepare various attendance reports as required/requested by state and organizational departments

• Monitor in-school suspension (ISS) students in the office as needed

• Create, update and distribute daily announcements

• Maintain calendar and/or schedule for supervisor/department.

• Act as back-up to the Office Coordinator and/or other clerical staff, as needed

• Other duties as assigned

JOB SPECIFICATIONS (EDUCATION, LICENSE, EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES):

Required:

• High school diploma or equivalent for all new hires after July 1, 2006.

• Skills assessment in accordance with established OPEIU testing process.

• Actively participates in district-sponsored training when offered.

• Excellent customer service skills in person and on the phone.

• Proven organizational skills with strong attention to detail and ability to multi-task.

• Excellent written and verbal communication skills.

• General clerical skills that include working knowledge of Excel, Word, Infinite Campus, Outlook

• Basic accounting skills.

• Prompt, regular and reliable attendance.

• Communicates with students, parents, co-workers, supervisors, and the community in a positive and responsive way that is consistently welcoming and enhances effective work relationships.

• Demonstrates an appreciation of diversity in all interactions and job functions.

• No written reprimand or higher within the past 12 months.

• Not on a Performance Improvement Plan (e.g. Job Target and/or Plan of Assistance)

• Must take part in a standardized interview process conducted by HR and the Department/Building Administration. A score of 70% is required to pass the interview. If the bidder does not meet the minimum threshold to pass the interview, the next qualified bidder will be invited to interview

Desired:

• Demonstrable proficiency in mail merge and label creation.

• Demonstrable skill and proficiency using any data base (Access preferred)

• Multi-line phone system experience.

• Experience in a school setting.

• Experience with Infinite Campus.

TESTING:

Candidates must pass the qualifying test prior to bidding. Successful candidates must have a qualifying score in each of the following testing areas to be considered for the position: Microsoft Word, Microsoft Excel, Basic Office Skills and Following Written Instructions.