Position Type:
Administrative Assistant/Clerical/Administrative Assistant
Location:
Educational Service Center
Closing Date:
Until Filled
General purpose of job: To inspire and prepare each and every scholar with confidence, courage and competence to achieve their dreams; contribute to community; and engage in a lifetime of learning by providing administrative support for both Targeted Services and Enrichment Community Education programs with data reporting functions and superior customer service and interactions.
Responsibilities include:
Data Management and Reporting
Coordinate and oversee data management in Synergy for Targeted Services reimbursement, reporting, and presentation needs.
Monitor, evaluate, and adjust student and program data for accuracy and compliance; make strategic recommendations to leadership based on analytical insights.
Track and analyze student engagement metrics and program participation data; identify trends and present actionable insights to support decision-making.
Maintain and manage multiple data systems including Synergy, spreadsheets, Google Docs, and program-specific forms.
Serve as a subject matter expert (SME) on Synergy and other program-specific platforms by providing expert guidance to program staff and facilitators.
Manage confidential student records for summer and school-year programming, in accordance with data privacy guidelines.
Prepare analytical summaries and visualizations of program data for Targeted Services leadership and cross-functional partners.
Program Support and Logistics
Collaborate with Targeted Services facilitators to coordinate classes and manage site-specific logistics.
Provide on-site and virtual support and training for facilitators on attendance tracking systems and program expectations.
Serve as a key contact for Targeted Services sites; collaborate with the Program Coordinator and Manager to resolve issues and enhance efficiency.
Serve as the primary administrative liaison between the Targeted Services program, Community Education leadership, and cross-functional partners.
Create and maintain documentation including program guidelines, process instructions, and annual implementation materials.
Design and deliver training and support materials for program staff and facilitators.
Monitor class rosters and attendance across all Targeted Services locations to ensure timely data submission and accurate reporting.
Assist in overseeing transportation coordination, including communicating needs and resolving site-specific issues.
Make strategic process improvement recommendations to the Program Coordinator and Manager to support the growth of the Targeted Services program and model.
Support facilitator and staff onboarding by creating and distributing materials, coordinating work equipment distribution, and being a primary contact in the hiring process.
Enrollment and Customer Service
Manage enrollment for Targeted Services programs including Camp ROCKS! and middle school offerings.
Enroll participants in Enrichment classes and assist with program placement and communication.
Provide high-quality customer service through email, phone, and in-person support for both Enrichment and Targeted Services stakeholders.
Positively represent the Targeted Services program and Community Education department in interactions and/or meetings with internal and external partners.
Triage and delegate incoming inquiries to appropriate program staff, ensuring timely and accurate follow-up.
Maintain accurate records of enrollments, registrations, and family communications.
Assist in preparing or drafting large-scale communications to program participants, staff, and stakeholders.
Address routine questions or concerns from stakeholders independently, collaborating with the Program Coordinator and/or Manager when needed.
Financial and Administrative Tasks
Manage invoicing, payments, and deposits for program-related activities.
Track and monitor scholarships and payment plans, ensuring accurate financial records and follow-up.
Process and reconcile billing documentation as required.
Assist in budget tracking and oversight processes by preparing summaries of expenditures or outstanding payments when requested.
Prepare internal financial summaries and/or documentation as requested by program leadership.
Develop effective financial and general administrative processes, systems, and best practices that contribute to the successful management of the Targeted Services program.
Additional Duties
Participate in leadership meetings and/or advisory meetings for Out of School time (OST) program work as needed.
Collaborate with other Community Education programs and staff to support as needed.
Help support the front desk at the ESC (district office) as needed for breaks, etc.
Other duties as assigned.
Minimum qualifications include:High school diploma or equivalent.
Knowledge, skills, and abilities include:Understanding of data entry concepts.
Knowledge of spreadsheet and database management software and word processing skills.
Fundamentals of general office and general administrative procedures and operational requirements.
Understanding of office equipment and typical productivity software, databases or customized systems/applications.
Knowledge of basic record retention, record/file/database maintenance requirements.
Understanding of data privacy requirements, laws and rules as it pertains to job assignments.
The attributes of an efficacious learner: resourceful, self-directed, responsible, problem solver and skilled communicator.
The ability to collaboratively solve problems.
The ability to work in an organized, efficient, and process-oriented manner.
The ability to apply and follow record keeping procedures and protocols to maintain and process data.
The ability to perform work assignments requiring attention to detail, confidentiality, precision and accuracy in accordance with set deadlines.
The ability to perform assigned functions with minimal direction in accordance with established set departmental operations.
Salary: Class 4-B, see salary schedule on page 5 of the Osseo Adminstrative Professionals contract
Work schedule: Monday through Friday, 8 hours/day
Job type or FTE: 1.0, full-time, 260/261 workdays/year
Bargaining unit: Osseo Administrative Professionals (OAP)
Osseo Area Schools offers:
Meaningful and impactful work
Opportunities to grow professionally
A variety of benefits
Summer opportunities
…and more!
Equal Employment Opportunity Statement:
Osseo Area School District ISD 279 is an Equal Opportunity, and veteran-friendly employer.
Osseo Area School District ISD 279 ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Osseo Area School District is committed to a workforce that reflects the diversity of the district and strongly encourages persons to apply who can strengthen our diversity. For more information, view the District’s Equal Opportunity and Prohibition Against Discrimination, Harassment and Violence Policy.
Veteran’s Preference: If you are an eligible veteran, please submit a legible copy of your DD214 with your application.
Accommodation: If you have a disability that requires an accommodation during the selection process, please email Human Resources at [email protected] or call 763-391-7007.
Background Check Upon Conditional Offer:
Background checks are conducted upon receiving a conditional offer. Employees must complete a background check and are responsible for the background fee. A passing background is required. Criminal convictions are reviewed on a case-by-case basis.