Administrative Assistant III

Title:

Administrative Assistant III

DBM Classification:

B24/Grade 7

Department:

Salary Range:

Employee Group:

CAPS-Clerical

Prepared Date:

June 2025

Reports to:

FTE/ FLSA Status:

1.00-12-Months- Exempt

SUMMARY OF RESPONSIBILITIES

The Administrative Assistant III provides high-level administrative support to executives department heads or senior managers by performing various complex clerical administrative and project-based tasks. This role requires strong organizational skills attention to detail and the ability to work independently while managing multiple priorities.

DUTIES AND RESPONSIBILITIES

• Provide Staff Support: Serve as a resource to staff regarding duties program rules procedures and office routines or practices.
• Recommend Process Improvements: Suggest changes to office procedures and operations to enhance efficiency and improve departmental operations.
• Liaison Role: Act as a liaison between staff the public and administrators/supervisors ensuring clear communication regarding department administrative rules and procedures.
• Prepare Correspondence: Draft and distribute notices agendas bulletins and other written communications.
• Schedule Meetings and Appointments: Arrange meetings conferences and appointments ensuring all parties are informed and prepared.
• Coordinate Interviews and Substitutes: Schedule applicant interviews make substitute arrangements and review department timesheets for accuracy and completeness.
• Maintain confidentiality of student records and sensitive information. Ensure practices align with FERPA HIPAA and district policies.
• Assist in organizing scheduling and tracking timelines for IEP 504 and evaluation meetings. Ensure necessary forms are distributed signed and filed appropriately.
• Provide administrative support for platforms like SpEd Forms PowerSchool or Frontline including user access records requests document uploads and ensuring data integrity.
• Organize logistics for staff training (e.g. IEP writing goal writing CPI implicit bias due process) including scheduling registration materials preparation and attendance tracking.
• Maintain logs or support staff in uploading data for behavior incidents threat assessments or emergency response records in the designated system.
• Assist in the collection and organization of demographic and program access data to support equity audits and inclusive programming reviews.
  Maintain a calendar and documentation system to track staff certifications licensure renewals and compliance-related requirements.
  Coordinate all communication and scheduling with external partners (e.g. mental health providers county case managers contracted evaluators).
• Support the translation or coordination of multilingual communication for families ensuring equitable access to information.
• Ensure proper filing archiving and destruction of records in accordance with district and state retention policies.
• 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.
• 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 Associates 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 35 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:

• Health and Dental Insurance
• Flexible Spending Accounts (FSA) for medical and dependent care expenses
• Life Insurance
• Accidental Death and Dismemberment (AD&D) Insurance
• Short- and Long-Term Disability Insurance

The cost of benefits varies based on the employee group and full-time equivalent (FTE) status. For detailed information including specific benefits and associated costs please refer to the applicable group or bargaining unit contract Employment Contracts.