Administrative Assistant to the Director of Teaching and Learning

Hours:  Mon-Fri, 261 contract days, 8 hrs/day 

This position is full-time, 261 days a year. This position is part of the clerical bargaining unit and is based at the District Office. Salary and benefits pursuant to the Master Agreement, including generous paid time off and holidays.

Job Summary:

As an administrative assistant, this position plays a crucial role in supporting the daily operations of the Teaching & Learning Department and ensures the smooth functioning of administrative processes at a district level. The position supports various administrative tasks to ensure students and staff have the necessary resources and support.

Primary Duties:

• Prepare and receive purchase orders in the finance system, initiate orders for products, inventory arrivals, and maintain accurate payment records.

• Work with vendors to request samples and quotes. Maintain accurate records of current contracts. Serve as a resource for staff questions regarding curriculum resources.

• Maintain accurate records of curriculum resources and subscriptions used in all content areas. 

• In coordination with the district data coordinator, provide support for district assessments  (ex: MCA, MTAS, ACCESS, MAP, FastBridge, CogAT), order tests and assemble school testing supplies for schools, maintain online testing calendar and refusal form, roster students and staff for assessments when applicable, and disseminate MCA reports to families.  Attend monthly webinars for updates.

• Maintain department websites for updates; update other district web pages and information as directed.

• Under the direction of the Director of Teaching & Learning, assists in preparing monthly budget reports for accuracy and monitors expenses. Accurately code expenditures. Prepare and process timesheets.

• Arrange professional development and conference registrations, as needed.  Assist staff members with travel and lodging reimbursements for overnight conferences. Collect payment from families and deposit funds accurately for applicable student experiences (ex. Young Authors Conference). Arrange and facilitate the sale of used textbooks.

• Coordinate civil rights data collection, review district-wide data, submit compiled information, and resolve any errors.

• Under the direction of the Director of Teaching & Learning, coordinate with St. Jude’s of the Lake regarding enrollment for special services and non-public AIDS forms in the summer.  Review monthly budgets and provide status on funds available. Provide St. Jude enrollment information to finance and special services.

• Track home school families who apply for the State Non-Public AIDS program and maintain applicable spreadsheets and forms. Follow up with families to ensure deadlines are met. Collaborate with MARSS Coordinator and District Nurse to ensure appropriate documentation is maintained.  Attend meetings and relay appropriate information to the Director of Teaching & Learning. Serve as the main contact for questions from staff and families.

• Under the direction of the Director of Teaching & Learning, manage the list of committees and update changes when necessary. Communicate summer curriculum writing with staff and coordinate follow-up meetings. Work with district staff to coordinate the fall workshop schedule.

• Provide logistical support and coordination of meetings (i.e. manage calendar invites, set up rooms, and arrange for resources as needed).

• Under the direction of the Director of Communications, provide clerical support, including website updates and other communications-related assignments.  

• Under the direction of the Director of Technology, prepare and receive purchase orders in the finance system, initiate orders for products, inventory arrivals, and maintain accurate payment records.

Other duties:  Provide assistance to the District Office front desk.

Minimum Qualifications:

• Associate degree in a related field or specialized training, and/or equivalent work experience for successful completion of the essential functions of the job

• At least 1 year of previous administrative and customer-focused work experience, in an educational setting preferred

• Strong knowledge of budgets and basic accounting principles

• Proficient with office software applications (e.g., Google Suite and Microsoft Office Suite) experience developing newsletters, knowledge of web-based applications, and the ability to quickly learn new technology

• High level of detail orientation, professionalism, discretion, and confidentiality in handling sensitive information

• Collaborative and positive attitude with the ability to work well within a team and provide support across different departments

• Ability to work independently and with limited supervision

Mahtomedi Public Schools ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Mahtomedi Public Schools is committed to a workforce that reflects the diversity of the district and strongly encourages persons to apply who can strengthen our diversity.