Administrative Secretary/Metro South

1 week ago

Fergus Falls, United States Minnesota Service Cooperatives Full time
Position Type:
Secretarial/Clerical/Secretary - 12-Months

Date Posted:
12/3/2024

Location:
Metro South

Date Available:
01/13/2025

Closing Date:
12/31/2024

District:
Bloomington Public Schools
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

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