Metro

ADMINISTRATIVE ASSISTANT TO EXECUTIVE DIRECTOR OF TEACHING AND LEARNING

CENTENNIAL SCHOOL DISTRICT is the connecting hub for the communities of Blaine, Centerville, Circle Pines, Lexington and Lino Lakes, located 20 minutes north of Minneapolis and St. Paul. With 9 exceptional schools serving 6,400 students, Centennial offers a track record of academic success combined with a consistent district-wide drive for improvement. Annually, district’s high school graduation rate of 94.7% is at the top of Minnesota’s rankings.

Centennial’s schools are safe and filled with respectful students who are a wonderful reflection of and contributors to the community. The district’s vibrant learning environments and personalized, team approach supports the strengths and addresses the challenges of each individual student. The curriculum throughout K-12 is focused on the knowledge and skills necessary for success in the 21st century. Importantly, Centennial is distinguished by its use of data to drive achievement, its innovative use of technology, and its exceptional faculty, with 78% of them holding a master’s degree.

A transparent and good steward of public resources, Centennial is guided by a strategic plan developed in collaboration with staff, parents and community members. As a district that encourages, listens and responds, Centennial is the pride of our five communities with 86% of resident students choosing Centennial, nearly 90% of parents rating teachers as “excellent”, and 91% saying students are well prepared for college.

POSITION TITLE: Administrative Assistant to Executive Director of Teaching and Learning

REPORTS TO: Executive Director of Teaching and Learning

POSITION SUMMARY: Assist the Executive Director of Teaching and Learning and any departments that are underneath their direction in daily, monthly, yearly projects/tasks as needed.

ESSENTIAL POSITION FUNCTIONS:
• Responsible for maintaining the Exec Dir’s calendar, schedules and arranges appointments, workshops or special events and coordinates complex meetings for the Exec Dir.
• Prepares and organizes materials and reports for Exec Dir and T & L members; attends T & L meetings and other meetings to provide clerical and secretarial support and assistance during meetings.
• Provide administrative support for the Exec Dir of a confidential nature or as needed, including preparation of high volume of general and specialized correspondence; preparation of materials including financial and communication materials.
• Updates minutes for District meetings and directing routine follow-up, including transmittal preparation, indexing of minutes, and publishes the official minutes on Schoology.
• Performs advanced secretarial and routine clerical work for the Exec Dir involving tasks such as maintaining files, serving as a liaison to principals, distributing messages, copying, faxing, processing incoming/outgoing mail, typing documents, ordering supplies, and providing customer services to internal and external sources.
• Coordinates activities and communication among the Exec Dir, and internal departments; provides administrative support to other departments, such as Technology, Gifted Services, EL, Sp Ed, Targeted Services, AVID and any others as needed.
• Maintains confidential and administrative information and files and records including those relating to employee-employer relations.
• Receives and resolves problems and routine concerns that do not require the assistance of the Exec Dir, and when appropriate, regularly update the Exec Dir.
• Ensures the office of T & L operates in an effective, efficient and professional manner; transmits new procedures and decisions to various departments, parents and students from the Exec Dir.
• Assists in researching, compiling, and analyzing data for a variety of projects at the request of the Exec Dir.
• Works cooperatively and in tandem with other administrative support staff; serves as back-up to other department staff.
• Demonstrates excellent customer service to students, staff, parents, visitors and the general public.
• Assist with enrollment process of all parent, family and student data for all students enrolled within the District.
• Assist overseeing the Enrollment Options Program for Centennial School District, the State Program for offering nonresident students the option to attend the district.
• Assist with the accounting of Centennial School District resident student enrollment in other public school districts.
• Assist with the accounting of all homeless/transitional families/students attending in the District, or living in the District but attending elsewhere.
• Back-up homeschool/homebound liaison
• Assist with being familiar with State Rules, Regulations and Statutes to help assist with student enrollment, including but not limited to: Residency requirements, age requirements and verification options; enrollment of foreign students; students not living with parents; McKinney Vento enrollment requirements; Enrollment Options timelines, rules and District policies; which include educational options within the District. Be in contact with State Department of Education officials as necessary for clarification of policies/statutes to assure we are in compliance with regulations that relate to all aspects of student enrollment.
• Assist with providing enrollment reporting as requested by building administrators, district administrators, communications, finance and building staff. Reports created include detail for a wide variety of data needed for staffing, building space concerns, projects, transfer student accounting, building classroom management, etc.
• Coordinate with building administrators as needed on both State and District policies/practices for all elements of student enrollment.
• Assist with reporting to the School Board as requested to provide data and detail regarding student enrollment, including Enrollment/Projection Reporting and Enrollment Options.
• Assist with coordinating building enrollment staff on training and procedures along with providing a year-long support. Hold enrollment staff meetings as necessary to clarify procedures and offer support with any challenges that may arise.
• Coordinate with all enrollment-affiliated departments, including but not limited to: Transportation, Kids Club, Early Childhood, Health Services, Preschool, Nutrition Services, Special Education, EL, Gifted, Curriculum, etc.
• Assist in maintenance of student information in the Campus Student Software, under supervision of the MARSS Coordinator.
• Assists with departmental budgets, maintains accounting and budget records; sets up purchase orders; receives and verifies purchases orders against expenditures and budgets along with processes a wide variety of complex documents and materials (e.g. work orders, requisitions, mileage, budget transfers, check requests) including but not limited to: Technology, Curriculum, EL, Gifted Services, District Staff Development.
• Handles telephone, written or verbal complaints in a timely manner; fields complaints in a manner that is confidential, helpful, understanding and non-judgmental; determines whether the complaint
would more appropriately be handled by another department and forwards the information to that department; may be required to follow up with complaint with the ultimate resolution of the complaint.
• Assist with managing the Exec Dir’s internal and external roles as a part of the administrative team and on district committees; maintains lists of members, handles meeting notices, correspondence and follow-up; maintains telephone and written correspondence with members of the staff and the public; secures meeting space as appropriate; coordinates appropriate materials for distribution to participants.
• Assist coordinating and attend Open Enrollment Information Sessions and Kindergarten Registration Nights.
• Works with payroll to approve timesheets and code for staff under the supervision of the Exec Dir including but not limited to: Technology, Curriculum, EL, Gifted Services, and District Staff Development.
• Make travel arrangements and disseminate paperwork from trips for the following but not limited to: District Staff Development, Technology, Teaching and Learning, Executive Director, AVID, etc.
• Other duties as assigned by the Executive Director of Teaching and Learning.

MINIMUM QUALIFICATIONS:
• Requires minimum of high school diploma or general education degree (GED).
• Successful experience in an office setting required
• Strong organizational and time management skills, attention to detail is essential, ability to multitask and manage multiple projects, set and reevaluate priorities.
• Demonstrated effective communication skills with the ability to collaborate and coordinate the work of others.
• Ability to analyze complex situations or needs and make competent decisions.
• Ability to maintain confidentiality in all district dealings
• Experience working in a team environment with evidence of good written and verbal communication skills, of ability to interact positively with others, and exceptional organizational and time management skills.
• Proven successful experience working with minimal supervision accompanied by successful problem-solving skills

REQUIRED KNOWLEDGE (position requirements at entry)
Knowledge of:
● Data privacy laws
● District administrative policies and procedures
● Principles and practices of office administration
● Office procedures and practices
● Basic knowledge of supervisory approaches and methods
● Computer operation and office software and packages used in office administration

REQUIRED SKILLS (position requirements at entry)
Skill in:
● Basic office procedures and activities
● Using computers and equipment such as calculators, printers, copiers, fax machines and telephone systems
● Managing time and setting work priorities for self and others
● Writing and compiling information for reports
● Communication and interpersonal skills needed to interact with students, coworkers, supervisors, or the general public sufficient to exchange and convey information
● Organizational skills needed to maintain school records, files and reports

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

LANGUAGE SKILLS:
Ability to read and interpret documents for content, appropriateness for intended purpose and the ability to relate content succinctly to employees. Ability to develop correspondence in accordance with the District communication guidelines. Ability to speak effectively, both before groups and individually to employees and supervisors.

MATHEMATICAL SKILLS:
Ability to calculate figures and amounts in relation to budgets, staffing ratios, contract salaries and hourly rates of pay. Ability to prorate contracts. Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent, and to draw and interpret graphs.

REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Ability to verify insurance plan transactions internally and with vendors and participants.

OTHER SKILLS and ABILITIES:
Must have strong communication, grammatical, computer and interpersonal skills. Must have ability to learn and utilize new software programs as systems are upgraded. Ability to establish and maintain effective working relationships with staff of the Superintendent’s Office, HR Department, Principals’ Offices, other District administrators and supervisors and third-party administrators. Ability to speak clearly and concisely both in oral and written communication. Ability to perform duties with awareness of all district contracts
and Board of Education policies. Ability to become an informed member of Business Office with ability to assist District staff with routine requests and questions.
Incumbents will be exposed to a typical office environment.

TERMS OF EMPLOYMENT:
Full time, year round position, 40 hours per week. Position available immediately.

SALARY AND BENEFITS:
$28.26 to $29.11 per hour per hour depending on experience and training and benefit package in accordance with the Confidential Unit Contract.

APPLICATION PROCEDURE: External and internal applicants must apply online at www.isd12.org.
Click on Employment at the top of the page to begin the application process. Applications must be received by Thursday, May 19, 2022.