Administrative Assistant III

Title:

Administrative Assistant III

DBM Classification:

B24/Grade 7

Department:

Community Education

Salary Range:
$20.37 - $32.03 per hour
Employee Group:

CAPS-Clerical

Prepared Date:

May 2025

Reports to:

Program Manager/Director

FTE/ FLSA Status:

1.00-12-Months-Non-Exempt

SUMMARY OF RESPONSIBILITIES

The Administrative Assistant III provides high-level administrative support to families, program members, instructors, community partners, outside vendors, and the Executive Director of Community Education. This role is responsible for a broad range of duties supporting program management, staff coordination, and daily operations. The position also serves as a key point of contact for program-related communication and logistics.

DUTIES AND RESPONSIBILITIES
•  Provide administrative support by coordinating enrollment, registration, facility scheduling,volunteers, and special events across Early Learning programs.
•  Serve as a key point of contact for families, staff, and community members; offer program information, respond to inquiries, and maintain a welcoming and secure front office environment, including building monitoring.
•  Monitor daily registration and enrollment, build classes in Eleyo, and assist families through the registration and tuition assistance process.
•  Support Early Childhood Screening by scheduling appointments, managing mailings, and handling general registration.
•  Maintain program websites and communication tools, including weekly updates, newsletters, signage, and marketing materials (e.g., catalogs and brochures).
•  Coordinate Special Projects: Organize and prioritize tasks within the office to ensure the timely completion of special projects.
•  Recommend Process Improvements: Suggest changes to office procedures and operations to enhance efficiency and improve departmental operations.
•  Ongoing Communication: Maintain consistent communication with the Manager/Director, staff, students, and families.
•  Order, distribute, and track instructional and office supplies; prepare purchase orders, deposits, and monthly reconciliation reports.
•  Coordinate Interviews and Substitutes: Schedule applicant interviews, make substitute arrangements, and review department timesheets for accuracy and completeness.
•  Prepare Purchase Requisitions: Create online requisitions/vouchers, assign codes, and collaborate with the Business Office to ensure timely payment processing.
•  Process Invoices and Vouchers: Process invoices and vouchers, preparing deposits for department programs.
•  Support student transportation by coordinating bus requests and routing.
•  Collaborate with Program Managers to set pricing, manage billing and scholarships, and monitor program budgets.
•  Participate in the Building Emergency Response Team and coordinate fire and lockdown drills.
•  Translate materials and use translation tools to support non-English-speaking families.
•  Perform Other Duties: Complete additional tasks as assigned. KNOWLEDGE, SKILLS & ABILITIES
•  Office Administration: In-depth understanding of office practices, procedures, and administrative functions.
•  Software Proficiency: Strong knowledge of office software (e.g., Microsoft Office Suite, Google Workspace, and specialized databases or systems).
•  Record Keeping: Knowledge of proper filing systems, data entry, and maintaining both physical and digital records.
•  Budgeting and Financial Practices: Familiarity with tracking and monitoring departmental budgets, processing invoices, and managing purchase requisitions.
•  Customer Service Practices: Understanding of professional customer service standards and how to effectively interact with staff, students, and the public.
•  Communication Standards: Knowledge of effective communication practices, including email correspondence, report writing, and delivering clear, concise messages.
•  Confidentiality and Data Security: Knowledge of the importance of maintaining confidentiality and adhering to policies regarding sensitive information.
•  Organizational Skills: Excellent ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines in a fast-paced environment.
•  Problem Solving: Strong analytical skills to identify issues and implement solutions.
•  Communication Skills: Clear and effective verbal and written communication, including drafting correspondence, preparing reports, and interacting with diverse groups.
•  Attention to Detail: High level of accuracy and attention to detail when completing tasks, including data entry, budgeting, and report preparation.
•  Time Management: Efficiently managing time and resources to meet deadlines, especially when balancing multiple responsibilities.
•  Technical Skills: Proficiency with office equipment, software applications, and relevant technology to streamline administrative tasks.
•  Adaptability: Ability to adjust to changing priorities, processes, and environments in a dynamic office setting.
•  Team Collaboration: Ability to work effectively as part of a team, supporting colleagues and contributing to team goals.
•  Multitasking: Ability to handle multiple tasks simultaneously and maintain organization in a busy work environment.
•  Leadership Support: Capable of providing administrative support to senior management and taking on leadership roles within projects or initiatives.
•  Confidentiality: Maintain discretion and confidentiality in handling sensitive information and interactions.
•  Customer Focus: Ability to provide excellent service to internal and external stakeholders, ensuring a positive experience.
•  Professionalism: Demonstrate a high level of professionalism, both in demeanor and in job performance. PHYSICAL DEMANDS
•  Sitting and Standing: Ability to sit for extended periods at a desk or workstation and stand or move around during meetings, file retrieval, or office tasks.
•  Typing and Data Entry: Frequent use of a computer keyboard for typing, data entry, and correspondence preparation.
•  Lifting and Carrying: Occasional lifting of office supplies, materials, or files weighing up to 25 pounds.
•  Reaching and Grasping: Ability to reach for items on shelves, file cabinets, and other storage areas, and handle various office equipment and materials.
•  Vision: Ability to read printed material, computer screens, and documents, as well as the ability to discern details in correspondence and other work.
•  Manual Dexterity: Skilled use of hands for typing, filing, using office equipment, and performing administrative tasks.
•  Mobility: Ability to move around the office, attend meetings, and navigate to various departments or areas within the building.
•  Communication: Ability to speak and hear clearly for effective communication over the phone, in person, and via virtual meetings. WORK ENVIRONMENT
•  Office Setting: The work environment is typically in an office setting, requiring frequent use of office equipment such as computers, printers, and telephones.
•  Work Schedule: Standard working hours with occasional flexibility for overtime or special project deadlines, particularly during peak periods (e.g., enrollment periods, budget preparation).
•  Noise Level: The work environment may have moderate noise levels from office conversations, phones, and other administrative activities.
•  Interactions: Regular interactions with staff, students, families, and external stakeholders, which may require dealing with a variety of personalities and communication styles.
•  Physical Space: Work is performed in a cubicle, office, or shared workspace, with adequate lighting, ventilation, and ergonomically designed furniture to support comfort and efficiency.
•  Multitasking Demands: The work environment may require the ability to manage multiple tasks simultaneously and work under tight deadlines while maintaining attention to detail.
•  Occasional Travel: Some occasional travel may be required for meetings, training sessions, or off-site events.
•  Technology Dependence: The role heavily depends on technology, requiring regular use of computers, software, and other office tools. EDUCATION and/or EXPERIENCE
•  High School Diploma or GED required.
•  An Associate's Degree in Business Administration, Office Management, or a related field is preferred.
•  Additional certifications or coursework in office administration, project management, or related areas may be a plus.
•  Minimum of 3-5 years of experience in an administrative support role, focusing on office management, executive assistance, or related fields.
•  Experience managing schedules, coordinating projects, handling correspondence, and maintaining records.
•  Previous experience in a supervisory or lead role, overseeing office functions or providing guidance to junior administrative staff, is beneficial.
•  Experience with budget tracking, financial reporting, and office procurement is preferred.
•  Familiarity with the specific software and systems used by the organization, such as Microsoft Office Suite, database management systems, and financial software, is essential. BENEFIT INFORMATION St. Louis Park Schools provides a comprehensive benefits package for employees working 20 or more hours per week. Key benefits include: . click apply for full job details