Admin assistant Jobs in Madison, WI

Essential Duties

and 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 areas 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

• Work with the Student Services Team to execute and schedule parent meetings including truancy meetings

• Maintain and generate school checks, financial account records, and bank deposits per District money handling procedures

• 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 as well as 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, and student fees

• Manage the scheduling and entry of K-screeners

• 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

• Other related duties as assigned

Knowledge, Skills, and Abilities Required to Perform Essential Job Functions

• Ability to file, sort, and distribute mail

• Ability to create letters and memos

• Strong knowledge of Infinite Campus 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

• 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

• Advanced knowledge of and proficiency with computers and district softwares, such as Oasys, School Messenger, Class 7, Kronos, Munis, Subfinder, Infinite Campus, Microsoft Suite, Publisher, Gmail, and Google Docs

• Advanced knowledge of best practice in accounting, bookkeeping and financial reporting

• Ability to use digital media downloading and create slideshow production

• Ability to manage and maintain a welcoming, non judgmental, and professional main office atmosphere to include positive customer service while speaking on the phone, responding to people through security systems, and interacting with people in person

• Ability to strategically assign staff to supervision duties balancing multiple schedules

• Ability to maintain an organized and efficient office environment

• Ability to manage time effectively, work independently, problem solve, multi-task, and make sound judgments

• Ability to operate a variety of office equipment (personal computer, phone, fax, copier)

• Demonstrated skill in positive and professional communication with the ability to maintain confidentiality and composure during stressful situations

• Strong oral and written communication skills

• Advanced keyboarding skills

Minimum Qualifications

• 3 years successful secretarial experience or a combination of secretarial experience and formal secretarial training equivalent to 3 years, including computer mastery

• 1 year bookkeeping/accounting experience

• Prior secretarial management experience

• Experience working in a school setting with demonstrated cultural competence in working with a diverse family population

• Experience working cross-culturally and/or commitment to work toward one's own cultural competence (i.e., valuing difference/diversity, recognizing personal limitations in one's skills and expertise, and having the desire to learn in these areas)

• Skills tests for keyboarding skills will be used to consider candidates

Preferred Qualifications

• Native-like fluency in Spanish and English preferred

Next Steps

• Upon submitting, your application will be reviewed by the hiring manager. Based on your application materials, a hiring manager may reach out to you to schedule an interview.

• Candidates who have indicated fluency in Spanish and/or Hmong are invited to apply for our bilingual positions as well. If interested in a bilingual position, candidates would be asked to complete reading, writing, and oral language proficiency assessments.

Working Conditions

• Work may require travel to different locations within the district and to off-site meetings.

• Position may require working evenings, nights, and some weekends.

• Certain positions within the District may allow hybrid work flexibility for a portion of their work schedule, depending on the needs of the position and the work unit. This topic and any remote work flexibility that may be available will be discussed in more detail in the interview process

• School-based positions are required to be in-person unless otherwise directed by the building principal.

Physical Requirements

Ability to work under generally safe and comfortable conditions where exposure to environmental factors is minimal and poses little to no risk of injury. This position requires the ability to lift up to 25 pounds occasionally and may involve walking, sitting, stooping or reaching. Manual dexterity is necessary for completing general tasks while operating office equipment. This position may require being stationary for extended periods of time.

Ability to perform work in a variety of indoor and outdoor environments throughout the year, including in inclement weather, spaces without air conditioning, and areas where temperatures may be uncomfortable or fluctuate rapidly.

Disclaimer

This position description is subject to change at any time. The above job description does not limit the duties and responsibilities listed above as they are intended to describe the general nature and level of work being performed. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required. Employees in this position may be required to perform additional job-related tasks as directed by the supervisor.

The Madison Metropolitan School District is an Equal Opportunity Employer. We continue to seek a diverse and talented workforce. We encourage veterans, women, people of color, LGBTQIA+, and people with disabilities to apply. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. In compliance with the Americans with Disabilities Act, the District will provide reasonable accommodations to qualified individuals with disabilities.