Administrative Assistant- District Support Services JobID: 1161

Position Type:

Secretarial/Clerical/ Secretary

Date Posted:

7/3/2025

Location:

Marion Independent School District

Date Available:

Upon hire

Marion Independent School District

JOB TITLE: ADMINISTRATIVE ASSISTANT- DISTRICT SUPPORT SERVICES

REPORTS TO: Superintendent of Schools

FLSA STATUS: Non-Exempt - Hourly

STATUS: Full Time, 40 hours/week; 12 month contract, wage established by Board of Directors

BASIC FUNCTION: To provide secretarial and support services to the Superintendent and District Office Administrative Team to further the aims, objectives and mission of the school district, and to carry out the duties assigned by the Superintendent to ensure the smooth and efficient operation of the district office. Perform administrative, secretarial and human resource work of a high level with minimal direction and supervision in an effective, efficient, confidential and trustworthy manner.

EVALUATION: The Superintendent evaluates based on job performance.

JOB SPECIFICATIONS/QUALIFICATIONS:

High School Diploma or Equivalent. Post-secondary hours in a related field are desirable but not required. Experience or post-secondary hours in Human Resources preferred.

Strong secretarial skills, including use of office equipment. Computer skills appropriate to utilize technology relevant to the position.

Strong communication and organization skills, and ability to interact effectively with faculty, staff, students, and community.

Organizational and management skills needed to effectively assist with multiple projects at the same time. Ability to prioritize, organize, and have excellent attention to detail.

Maintain a positive attitude and flexibility in daily work tasks.

Ability to maintain confidentiality in all aspects of the job.

GENERAL RESPONSIBILITIES:

Demonstrate organization and professionalism in fulfilling the responsibilities of the position.

Maintain a "service orientation" and treat all students, parents, staff, and visitors with professional courtesy.

Demonstrate a positive attitude toward school, students and job while communicating the same to the community.

Contribute as a collaborative member of the District Office Team.

Attend professional learning opportunities as needed to stay current with state and federal regulations and requirements.

Maintain professionalism and confidentiality with student and personnel records and school operations.

ESSENTIAL FUNCTIONS:

Answer phone and emails, provide information to the general public and employees.

Ensure actions comply with applicable bargaining contracts and personnel policies, along with state and federal law and Board policy.

Serve as personal secretary to the Superintendent of Schools with secondary support for District Office Administrators.

Arrange travel accommodations, reservations and registrations for Superintendent, Principals, and Board of Education. Arrange food availability for meetings, as asked.

Development of communications such as newsletters, brochures, correspondence, reports, advertisements, etc. as needed.

Assist in preparation of agenda, reports and documents as needed for School Board meetings or administrative meetings.

Coordinate documentation with administrators for State and Federal reports such as Fall, Winter and Spring BEDS, Open Enrollment, Civil Rights Data Collection, Certified Enrollment, and SRI along with Bus Driver and Vehicle Information.

Sort and process in-coming and out-going mail, both external and inter office. Maintains postage machine. Schedules shipments and pickups.

Process requests for the use of school facilities by community groups, collecting insurance information and billing for usage if necessary.

Manage online application software system for applicant tracking and recruitment including posting jobs, screening applicants, and processing applications.

Prepare job postings and advertising in coordination with department management.

Facilitate and track pre-employment requirements including background checks, drug screening, physicals.

Manage and coordinate the new employee orientation program for all classified employees.

Process volunteer applications and background checks through online system.

Develop and maintain a high level of proficiency with District's HR software to optimize workflows, communications, record keeping, productivity and reporting.

Create new hire records, maintain HR system data for all employees; review for accuracy.

Review, track, and document compliance with mandatory and non-mandatory training.

Review, track, and document compliance with staff evaluations requirements.

In collaboration with technology department, set up and maintain online access for staff to SchoolSmart, AEAonline, Powerschool, and similar tools/programs.

Update and publish the Master Contract between Board of Education and MEA and MCA.

Maintain School District Policies including preparation for Board review and updates to Policies following Board approval on district web site at the direction of the Superintendent and Board.

Maintain an inventory and organize central office supplies and order as needed.

Complete and publicize the annual school year calendar.

Prepare and distribute appropriate year-end materials for administrators and teachers to use in closing out the school year as well as for Orientation and Staff Welcome to start the new school year.

Support Technology Department in maintenance of the district website and social media updates.

Issue/maintain keycard entry access for staff in collaboration with Administrators.

Adhere to state and federal laws, rules and regulations, Board policies and district procedures while maintaining confidentiality.

Notarize documents as required.

Lead continuous process improvement projects within functions, develop necessary documentation, and participate on other organizational projects to improve efficiencies.

Work with leadership to ensure necessary updates and changes to all job descriptions are done so they accurately reflect the 'current' job and responsibilities.

Perform other duties or special projects as required or as assigned by the Superintendent or District Office Administrators.

PHYSICAL REQUIREMENTS:

Able to answer and communicate over the telephone in a clear, precise voice.

Able to write and record reports utilizing basic computer functions.

Able to sit, reach, carry, push, bend body at waist, bend both knees, twist, and stoop while handling items.

Able to read and interpret policies, procedures and employee handbook.

Occasionally lift up to 50 pounds using proper lifting techniques.

WORKING CONDITIONS:

Primary work setting is the District Administration Office but duties at times may require working within the various attendance centers in the district.

May be required to drive school vehicles to carry out the responsibilities of the position.

May be required to work additional hours as required during certain times of the year.

The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time unless restricted by a negotiated contract.

Equal Employment Opportunity

The Marion Independent School District will provide equal opportunity to employees and applicants for employment in accordance with applicable equal employment opportunity and affirmative action laws, directives and regulations of federal, state and local governing bodies. Opportunity to all employees and applicants for employment includes hiring, placement, promotion, transfer or demotion, recruitment, advertising or solicitation for employment, treatment during employment, rates of pay or other forms of compensation, and layoff or termination. The school district will take affirmative action in major job categories where women, men, minorities and persons with disabilities are underrepresented. Employees will support and comply with the district's established equal employment opportunity and affirmative action policies. Employees will be given notice of this policy annually.The Board will appoint an affirmative action coordinator. The affirmative action coordinator will have the responsibility for drafting the affirmative action plan. The affirmative action plan will be reviewed by the Board at least every two years.Individuals who file an application with the school district will be given consideration for employment if they meet or exceed the qualifications set by the Board, administration, and the Iowa Department of Education for the position for which they apply. In employing individuals, the Board will consider the qualifications, credentials, and records of the applicants without regard to race, color, creed, sex, national origin, religion, age, sexual orientation, gender identity or disability. In keeping with the law, the Board will consider the veteran status of applicants.Prior to a final offer of employment the school district will perform the background checks required by law. Based upon the results of the background checks, the school district will determine whether an offer will be extended. If the candidate is a teacher who has an initial license from the BOEE, then the requirement for a background check is waived. The district will perform repeat background checks on applicable employees as required by law.

Advertisements and notices for vacancies within the district will contain the following statement: "The Marion Independent School District is an EEO/AA employer." The statement will also appear on application forms.

Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, will be directed to the Affirmative Action Coordinator by writing to the Affirmative Action Coordinator, Janelle Brouwer, Superintendent, Marion Independent School District, Marion , Iowa 52302; or by telephoning 319-377-4691. Inquiries or complaints regarding sex discrimination may be referred to the District's Equity and Title IX Coordinator, Gretchen Kriegel, Assistant Superintendent, 777 South 15th Street, Marion Iowa, 52302, 3190377-4691, gkriegel@marion-isd.org.

EQUAL EMPLOYMENT OPPORTUNITY

Inquiries by employees or applicants for employment regarding compliance with equal employment opportunity and affirmative action laws and policies, including but not limited to complaints of discrimination, may also be directed in writing to the Equal Employment Opportunity Commissions, Milwaukee Area Office, Reuss Federal Plaza, 310 West Wisconsin Ave., Suite 800, Milwaukee, WI., 53203-2292, (800) 669-4000 or TTY (800) 669-6820. http://www.eeoc.gov/field/milwaukee/index.cfm or the Iowa Civil Rights Commission, 400 E. 14th Street, Des Moines, Iowa, 50319-1004, (515) 281-4121 or 1-800-457-4416, http://www.iowa.gov/government/crc/. This inquiry or complaint to the federal office may be done instead of, or in addition to, an inquiry or complaint at the local level.

Marion Independent School District

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Administrative Assistant- District Support Services