Administrative Assistant

Position Title: Administrative Assistant (Class V)
Department: Elementary (Kaposia Education Center)
Immediate Supervisor's Position Title: Elementary Principal
FLSA Status: Non-Exempt
Salary Range: $24.50 to $27.91 per hour

General Summary of Purpose of Job:
The Elementary Principal Administrative Assistant provides administrative and operational support to ensure efficient daily school operations, effective communication, accurate recordkeeping, and coordination of student, staff, and family services.

SECTION II: ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide comprehensive clerical and administrative support to the elementary principal, staff, students, parents, and district personnel while ensuring compliance with established district procedures.
• Participate in daily front office operations including answering phones, greeting visitors, scheduling appointments, and maintaining records.
• Maintain student enrollment, withdrawals, attendance reporting, and student information system updates to ensure accurate student records and reporting compliance.
• Support payroll and staffing operations by collecting and verifying timesheets, coordinating substitute teachers and paraprofessionals, and ensuring accurate substitute pay and account coding.
• Prepare and maintain school communications and publications including newsletters, faculty bulletins, directories, class lists, and building handbooks.
• Maintain office supply inventories, facilitate teacher supply orders, and ensure building operational resources are available throughout the school year.
• Assist in the organization of school events, conferences, family engagement activities, field trips, and end-of-year celebrations including scheduling, communication, interpreters, and logistical support.
• Manage principal calendars, meeting schedules, and daily workflow priorities to ensure efficient building administration and timely completion of responsibilities.
• Serve as a liaison and coordination point for safety and emergency preparedness activities including fire drills, lockdowns, emergency protocols, and emergency resource management.
• Support communication and family engagement systems by assisting families with online platforms, ensuring completion of required forms and applications including educational benefits and field trip permissions.
• Coordinate volunteers, student workers, family outreach, kindergarten enrollment efforts, and educational benefit communication with families to support student and community engagement.
• Organize and support operational planning activities including classroom assignments, teacher return preparation, radio inventory management, emergency materials, and substitute preparation materials.
• Monitor and track behavioral data, attendance concerns, truancy follow-up, and other student support documentation to assist administrators in maintaining a safe and effective learning environment.
• Other duties as assigned.

SECTION III: WORK REQUIREMENTS AND CHARACTERISTICS

EDUCATION/EXPERIENCE REQUIREMENTS: Minimum education and experience required to perform adequately in position could reasonably be attained only by completing the following:

• High school diploma or GED.
• One (1) to three (3) years of clerical experience, preferably in a school setting.

PREFERRED EDUCATION/EXPERIENCE REQUIREMENTS:

• Experience in using Campus Information System (CIS) preferred.

LICENSE/CERTIFICATION: (Identify licenses/certification required upon hiring:

• Valid driver's license

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES REQUIRED TO PERFORM THE WORK

• Knowledge of office procedures, recordkeeping, and administrative practices
• Knowledge of student enrollment, attendance, and school information systems
• Knowledge of district policies, confidentiality requirements, and school procedures
• Knowledge of budgeting, purchasing, and payroll support processes
• Knowledge of school communication practices and family engagement processes
• Knowledge of school safety procedures and emergency protocols
• Strong organizational and time management skills
• Effective written and verbal communication skills
• Strong customer service and interpersonal skills
• Skill in maintaining accurate records, reports, and files
• Skill in coordinating schedules, meetings, events, and daily office operations
• Skill in managing multiple priorities and solving problems in a fast-paced environment
• Skill in assisting families with enrollment processes and required forms
• Skill in handling office equipment, supplies, and general administrative support tasks
• Ability to work independently and manage multiple responsibilities with accuracy
• Ability to maintain confidentiality and professionalism
• Ability to communicate effectively with students, staff, families, and community members
• Ability to adapt to changing priorities and daily interruptions
• Ability to establish and maintain positive working relationships
• Ability to support school operations, activities, and events efficiently
• Ability to organize and maintain detailed records and documentation
• Ability to provide a welcoming and supportive environment for families and visitors

Benefits at South St. Paul Public Schools:

• HealthPartners coverage for medical and dental

• 403(b) retirement with district match

• PERA (Public Employees Retirement Association) benefits

• Flexible spending accounts

• Paid time off and leave benefits

• Elementary Principal Admin Asst - 05.27.2026.pdf