Metro

General Summary/Purpose of Job:

The Executive Assistant coordinates the preparation of executive committee agendas, minutes, and schedules. This position also provides administrative and leadership support to the Executive Director and other ECSU leaders regarding school relations and data management. The Executive assistant also supports professional development to member districts and to the Metropolitan Educational Cooperative Services Unit (ECSU). This position also provides an induction to new employees to Metro ECSU.

Essential Duties: (These duties are a representative sample; duties may vary.)

Organizes, assembles, distributes, and prepares materials with the Executive Director for the Executive Committee’s quarterly meetings

Works with Executive Director on communicating with Executive Committee and Researches and responds to questions or requests by Executive Committee members

•  Work with region’s districts to nominate and elect Executive Committee member
• Write the minutes at all Executive Committee meetings
• Facilitate the review of the Executive Director with Executive Committee Chair
• Policies and Practices

1. Work with Executive Director, designated staff members and Executive Committee on “overhaul” of Policies & Practices, including rewording policies and separating policies from procedures/practices
2. Maintain and update Policies & Practices notebooks (update occurs following Executive Committee approval of new policies)
3. Prepare approved policies for distribution to ECSU community

Maintains a database on all member districts, including public, nonpublic and charter

• Maintain list of superintendents, executive assistants, curriculum directors, and principals

Assists the Executive Director with leadership and administrative duties

• Supports Executive Director with special projects and communications
• Ability to handle confidential information appropriately
• Adds Executive Director digital signature to contracts, grant materials, and other documents as needed
• Assists Executive Director in Professional Development activities
• Maintain record of professional memberships and subscriptions for Executive Director and renew as appropriate
• Screen Executive Director mail
• Acts as contact to AESA – (Association of Educational Service Agencies)
• Creates invoices as needed/requested
• Process data from the organization and the Business Office into the efinance system
• Request W-9s from vendors and other organizations

Assists the Executive Director with responsibilities related to Human Resources

• Lists employment ads for Programs and Services positions (INDEED, MASA jobsite, Metro ECSU website).
• Facilitates employee candidate interviews and attends interviews when requested.
• Facilitate induction for new employee meetings, including meetings with Finance Director, Executive Director and technology, and  conduct walk through/review of the office.
• Cubicle name plate if necessary
• Order magnetic name badge and security badge through Bethel
• Employee Exit Procedures

Metro ECSU Member and Associate Member Support

• Initiates conversation with accounting/bookkeeping about gathering district enrollment and generating membership invoices
• Serves as primary contact for membership inquiries and refers to Executive Director when necessary
• With Executive Director, choose materials and update annual packets for members

1. Requests updated calendar of events from other programs for following year
2. Works with Executive Director on cover letters for district members, non-members, and associate members
3. Provides relevant member data,  participation data, and invoices to all members

• Records receipt of membership checks in Google drive
• Maintains membership list and informs staff of updates
• Follows up with districts from whom membership checks have not been received
• Facilitates and maintains a list of district superintendents, executive directors, executive assistants, finance/bookkeeping personnel, curriculum directors, and principals. These lists are used for membership mailings as well as promotional emails throughout the year

Minnesota Service Cooperatives (MSC)/Cooperative Purchasing Connection (CPC) Tasks

• Supports in-person MSC Professional Development Committee or other similar committees on which the Executive Director participates
• Serves as the primary contact for MSC annual conferences
• Serves as the primary contact for Cooperative Purchasing  (forwards emails from CPC to districts, gathers participation data of cooperative purchasing members, attends occasional events planned by CPC, and writes e-newsletter articles about CPC)

Manages ECSU Office Space

• Tracks, orders, unpacks, and stocks supplies
• Schedules phone when telephone receptionist is not available
• Manages maintenance of AED unit. Arranges training on unit as necessary
• Updates phone extension list and staff directory on Google team drive
• Maintains and facilitates Staff Locator
• Communicates website updates to communications staff
• Manages reservations for building conference rooms (confirms reservation with event coordinator, and updates Metro ECSU calendar)
• Serves as primary contact with building owner for maintenance, tenant meetings, and security
• Plans and facilitates team building events
• Monitors new entries of organizations in MQR site weekly
• Eliminates duplicates

Administers ParaPro and/or ParaEducator Testing

• Conducts scheduling/communications
• Proctors test/distributes scores
• Invoices, collects payments
• Prints forms and maintains packets for testers
• Cleans test space

Creates Class Size Study

• Communicates with districts
• Collects initial data
• Creates report
• Distributes study

Creates Composite Calendar

• Collects updated calendar information from districts
• Creates yearly calendar
• Distributes calendar

Creates Participation Data Report

• Facilitates Communications and collection of bulk data from ECSU staff
• Compiles MQR data reports
• Creates yearly report
• Reports distribution
• Creates individual letters, including data, for yearly membership packets/load into Google Drive

Other Duties as assigned by Executive Director

Working Conditions

• Public education office environment

Position open until filled

Metro Educational Service Cooperative is an Equal Opportunity Employer