Position Type:
Office Assistants/Middle School Head Office Assistant
Date Posted:
2/25/2025
Location:
Minnetonka Middle School West (MMW)
Date Available:
March 2025
Closing Date:
03/04/2025
Assignment Details:
8 hours per day, 12 months per year
Work schedule 8:00 a.m. to 4:30 p.m.
Minimum hourly rate: $26.15 Click here to view the wage schedule. Wages can be found in Appendix A.
Medical and dental benefit eligible position. Click here to view benefit details.
Job Responsibilities:
1. Administrative/Clerical Support
- Anticipate and provide clerical and administrative support to principals, staff, students and MMW families.
- Provide excellent customer service at all times when greeting visitors to MMW and when answering the telephone.
- Hold in confidence sensitive information and materials received by the principal and assistant principal.
- Provide support, answer questions and facilitate the handling of general and confidential information and other requests by callers.
- Make appropriate decisions in response to student and staff situations and inform the appropriate principal of such situations and /or potential concerns.
- Serve as a liaison between MMW and parents, staff, PTA and various other connected agencies and the community.
- Create agendas and prepare materials for staff meetings and Administration/Building meetings.
- Communicate weekly with building head custodian regarding building events.
- Assist principal in prioritization of principal's workflow.
- Create and publish weekly MMW Newsletter and other important information to MMW staff and families via email on Parent Link.
- Post announcements, calendars, and other relevant information on the MMW web page.
- Create fliers, correspondence, mailings, handbooks for staff and parents, student and staff directories and reserve teacher folders.
- Anticipate and prepare appropriate materials and facilitate various procedures to help promote smooth transitions for students, staff and families at both the opening and closing of the school year.
- Provide assistance to students, staff and parents when answering questions, assisting with projects and resolving problems/difficulties. This includes before/after school related activities and programs.
- Prepare payroll for all paraprofessionals, clerical staff and reserve teachers.
- Anticipate, prearrange, and coordinate reserve coverage of all certified and non-certified staff. Maintain excellent working relationships with reserve teachers, paraprofessionals, clerical to promote support of MMW staff.
- Coordinate all field trip arrangements including securing buses, estimating cost to students, prepare permission slips, make deposits and pay bills.
- Create informational pieces to facilitate clear communication in building.
- Maintain and support building master calendar.
- Provide support and assistance to many district initiatives as they occur.
2. Financial Skills Support
- Use Skyward Finance to monitor and initiate financial reports for staff development, student activity and payroll.
- Process staff development requests approved by the Staff Development Committee
- Process registration fees for staff at workshops and seminars.
- Submit expense reports for reimbursement to district accounting office.
3. Organizational Skills Support
- Schedule appointments for principal and maintain updates to the calendars and files.
- Collaborate with prioritization of principal's schedule.
- Organize school activities, events and presentations and ensure all support is in place.
- Reserve the building for events through the district scheduling office. Collaborate with custodial support when needed.
- Coordinate volunteer efforts including field trips, student and staff new orientation, Open Houses, Friendly Presence and school party volunteers.
- Coordinate updates to school signs.
4. Summer and Back to School Support
- Collaborate in creation of staff workshop week agenda, itineraries, activities and back-to-school open house logistics.
- Mail student immunization status letters in July.
- Provide labels, reports and schedules.
- Update all forms, calendars, and fliers for staff and student packets.
- Coordinate student packets for summer pickup.
- Mail principals' back to school letter to all staff.
- Send out information packets to new building staff.
- Maintain team listing for principals.
- Compose and distribute building staff directory and birthday calendars.
- Sort incoming mail for entire building and sign for all deliveries.
- Manipulate student schedules within the Skyward master schedule system
5. Office Coordination
- Provide information and problem solving for staff, students and volunteers on proper procedures for the building.
- Give work direction and delegate tasks to other clerical and paraprofessional support staff.
- Respond to urgent emergency issues as they arise and determine appropriate response. Make decisions as required.
- Maintain building conference room scheduling in Microsoft Office.
- Maintain distribution of building keys to staff.
- Maintain office efficiency by planning, implementing, and supporting office systems and office staff.
- Design and implement office policies by establishing standards and procedures, measuring results against standards and making necessary adjustments.
- Organize projects and resources in support of MMW administration, staff, and students.
6. Perform other duties of a similar nature or level.
Job Qualifications:
- Evidence of successful work experience using advanced features of Microsoft Office and Google docs, sheets, and slides. Experience with Exact Target and Applitrack preferred.
- Evidence of ability to process documents at a minimum typing rate of 60 wpm.
- Evidence of ability to manipulate student schedules within the Skyward master schedule system.
- Evidence of the ability to independently communicate with families using the School Messager software.
- Evidence of excellent human relations and communication skills.
- Evidence of excellent attention-to-detail and strong proofreading skills.
- Evidence of ability to prioritize and handle multiple tasks simultaneously.
- Evidence of ability to work with minimum supervision.
- Evidence of ability to anticipate, analyze, and problem-solve various situations.
- Evidence of excellent organizational and record-keeping duties.
- Evidence of ability to stay on task with frequent interruptions.
- Evidence of ability to perform duties under pressure, handle constant interruptions, and adjust to changing priorities.
- Evidence of ability to maintain confidentiality of school-related information.
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Minnetonka Public Schools
$26.15
Feb 26, 2025