Bloomington Public Schools
Administrative Secretary/Metro South Job at Bloomington Public Schools in Bloomi
Bloomington Public Schools, Bloomington, MN, United States
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
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:
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
Secretarial/Clerical/Secretary - 12-Months
Date Posted:
12/3/2024
Location:
Metro South
Date Available:
01/13/2025
Closing Date:
12/31/2024
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