Administrative Secretary/Metro South

Position:
  Administrative Secretary/Metro South

Effective Date:
  January 13, 2025

Hours:
  8 hours per day
  5 days per week
  12 months

Salary:
  Class V starting at $26.07 per hour

Required Experience:

• Excellent written and oral communication skills
• Good organizational skills and ability to prioritize tasks 
• Ability to work independently and delegate work appropriately
• Excellent math skills
• Excellent customer service skills
• Advanced knowledge of Excel, Word, and Google Suite
• Willingness to be a “team player” and assist in office projects when needed
• Ability to foresee a need or problem and react in a professional and proactive manner

Responsibilities:
Provides administrative and secretarial support services for Metro South Adult Basic Education, which includes:
BUDGET
– Create program budget and grants budget
– Monitor monthly financial reports and communicates with district staff in regard to errors
– Monitor wage distribution report and communicate with payroll in regard to errors
– Budget coding
– Acquire signatures so invoices can be paid and supplies can be ordered; check requests
– Record data for material/technology fees and communicate with staff in regard to errors
– Prepare deposits 
– Ensure that all revenue is accrued to Metro South budgets at year end

COMMUNICATION
– Answers questions and concerns from program and district staff, general public and program participants 
– Serves as program contact for confidentiality issues and requests for sensitive information
– Explains a multitude of program requirements, i.e. GED, ESL, Adult Diploma, etc. to potential participants and determines who could best respond to special problems or circumstances; monitors program email account as backup
– Website updates

PERSONNEL
– Prepares Change of Status forms and temporary assignments
– Communicates with HR in regard to staffing issues
– Monitors Frontline system for subs and reconciles the report from payroll to ensure our subs are paid correctly
– Assists in submitting employment requisitions and recommendations in AppliTrack
– Creates and processes time sheets for instructional staff; Prepares yearly allocations for teaching staff
– Assists Director when meeting with staff in regard to yearly allocations

REPORTING
– Prepare annual ABE application and uploads to MEGS
– Prepare quarterly financial reporting forms for grants to ensure revenue is received
– Prepare and submit ABE Final Fiscal Report
– August submission (assist reporting)

GRADUATION
– Prepare diplomas
– Process transcript files
– Maintain graduation data base
– Plan graduation rehearsal and ceremony with graduation team

OTHER DUTIES AS ASSIGNED
– Provide clerical support for Adult Education Program Supervisor and Lead EL Instructor/Coordinator & Digital Learning Specialist
– Prepare school board resolutions ensuring that agreements have been approved by legal counsel and insurance agent of record 
– Validate accuracy of program attendance to ensure we report the proper number of hours to MDE
– Correct errors as needed
– Assist Data Manager in correcting program data or with other data related tasks
– Requests buses for field trips using Versatrans software
– Prepares transaction envelopes for PCard

APPLICATION DEADLINE:  December 31, 2024
Submit online application, cover letter, and resume by clicking on the “Apply” button in the top right