Job Duties
About the Role:
Math and Science Academy is seeking an enthusiastic District Administrative & Finance Assistant to support our growing school community through high-quality administrative, financial, and operational support. This role plays a key part in ensuring smooth daily operations and providing exceptional service to students, families, staff, and leadership.
Key Responsibilities:
The Administrative & Finance Assistant provides comprehensive administrative, financial, and operational support to ensure efficient daily functioning of the school office and effective support of school leadership. Responsibilities include, but are not limited to, the following:
Financial & Procurement Support
Assist with procurement processes, purchasing, and vendor coordination in alignment with school policies
Support budget tracking, monitoring, and compliance, including Board and office budgets
Apply appropriate UFARS coding to financial transactions and assist with accurate recordkeeping
Review and process requests for purchases, reimbursements, and budget-related approvals
Order and manage office supplies and maintain inventory as needed
Administrative & Office Operations
Provide general administrative and secretarial support to the administrative team
Schedule meetings, appointments, and administrative in-services; coordinate logistics including facilities and speakers
Maintain organized office files, records, and permanent Board document archives
Prepare documents through word processing, photocopying, mailing lists, and related clerical tasks
Prioritize incoming mail and correspondence and ensure timely distribution and follow-up
Front Office & Customer Service
Serve as a welcoming first point of contact for students, families, visitors, and staff
Greet and assist all visitors in a professional, courteous manner, providing direction and support as needed
Answer and route incoming phone calls through the main school line
Ensure adherence to school safety and visitor management protocols to maintain a secure environment
Support a positive school climate through professional, responsive, and student-centered interactions
Coordinate short-call substitute teacher requests
Serve as the primary backup to the Front Office Coordinator for all office operational duties
Communications & Outreach
Support updates to the school website in coordination with IT support
Assist with creation and distribution of internal and external communications (newsletters, announcements, outreach materials)
Support school marketing and social media efforts
Assist with crisis communication processes as part of designated response teams
Support parent communication systems, including messaging through the student information system
Coordinate with local media to share school news and updates as appropriate
Maintain appropriate photo release documentation for student images used in public materials
Attend committee meetings as assigned
Human Resources Support
Assist with applicant flow, interview coordination, and hiring logistics
Maintain and update job postings across all recruitment platforms
Support staff with access to employee benefits and HR-related resources
Additional Responsibilities
Perform other duties as assigned in support of the school's mission and operational needs
General Expectations:
Demonstrate preparation and skill in working with students from diverse cultural, economic, and ability backgrounds.
Encourage parent and community engagement related to school nutrition programs.
Provide information to families regarding the food program when requested.
Promptly return phone calls and respond to emails.
Participate in appropriate professional development activities.
Perform other duties as assigned.
Must demonstrate the ability to report to work on a regular and punctual basis.
Perform all other related work delegated or required to accomplish MSA's mission and vision.
Knowledge and implementation of relevant technology.
Demonstrate and promote MSA core values.
Knowledge and Skills Required:
Language Proficiency: Must be fluent in English.
Communication Skills: Strong verbal and written communication skills to collaborate effectively with students, families, staff, and food service vendors.
Organization and Operations Management: Strong organizational skills with the ability to manage schedules, logistics, compliance documentation, and program operations.
Adaptability and Problem Solving: Ability to troubleshoot operational issues and adapt processes as the food program grows.
Cultural Awareness and Student Focus: Commitment to serving students from diverse cultural, educational, and economic backgrounds.
Typical Working Conditions:
School-year position with regular attendance required.
Fast-paced, collaborative school environment requiring adaptability and strong relationship-building.
Occasional evening or weekend work for family engagement or school events.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Physical Requirements:
Regularly required to sit, stand, walk, talk, and hear.
Operate computers and standard office equipment.
Frequently lift or move up to 10 pounds.
Occasionally lift or move up to 50 pounds with assistance.
Minimum Education Required
High School Diploma
Minimum Experience Required
Required Qualifications: Previous experience in a similar administrative, finance, or office support role
Preferred Qualifications:
Proficiency in Microsoft Excel (data entry, basic formulas, and spreadsheet management)
Strong attention to detail and accuracy in data and recordkeeping
Excellent customer service and communication skills with staff, students, and families
Experience in an office, school, or customer-facing environment
Strong organization skills with the ability to manage multiple priorities and meet deadlines
Familiarity with basic administrative and financial processes (invoicing, purchasing, or records management) is a plus
Shift
First (Day)
Number of Openings
1
Public Transportation Accessible
No
Veterans Encouraged to Apply
Yes
Physical Required
No
Drug Test Required
No
Compensation
$20.00 - $23.00 / Hourly
Postal Code
55125
Place of Work
On-site
Requisition ID
12043
Job Type
Full Time
Job Benefits
Employees with 0.5 FTE (working 20 or more hours per week) or higher are eligible for benefits listed below.
Please reach out to info@mnmsa.org to request a copy of our benefits handbook.
Paid Employee Benefits
Health Insurance: MSA covers 100% of Single or 50% of Family Coverage.
Dental Insurance: Single or Family Coverage. Math & Science Academy contributes 100% to the employee and 50% to the dependent(s) monthly dental premiums. Eligible dependents may participate in the plan. Those costs are the responsibility of the employee.
Vision: Coverage, Single, or Family Coverage. Vision is voluntary and 100% paid by the employee. MSA also reimburses employees up to $200 each year for prescription glasses or contact lenses.
Prescription Drug Coverage: Part of health insurance, see current benefits manual.
Life and AD&D: MSA provides Group Term Life (GTL) through Principal Financial of 2 times your salary to $50,000. Eligible employees are automatically enrolled in GTL at no cost.
Voluntary Life: Voluntary Term Life Insurance and Accidental Death and Dismemberment (AD&D) insurance can be purchased by the employee through Principal Financial.
Each staff member is covered with both short term and long term disability insurance by MSA.
MSA offers a voluntary 403(b) for staff that qualify for benefits. MSA will match 50% of the staff contribution up to a maximum of 2% of the staff's earned yearly salary for that fiscal year (not including extracurricular pay, supplemental pay, or any other extra pay).
MSA will make all legally required State Statute contributions to TRA for all licensed teacher staff and PERA for non-licensed staff and hourly staff. There are no third party costs related to the TRA and PERA plans.
Paid Time Off (PTO) benefits:
Licensed staff, working full school calendar: 12 days of PTO, prorated based on FTE status.
Hourly staff, school calendar based: 10 days of PTO, prorated based on FTE status.
District and Office Staff, year round: 20 days of PTO, prorated based on FTE status.
Administrative Staff: 30 days PTO, prorated based on FTE status.
MSA will pay out all unused PTO at the end of the fiscal school year, based on the employees calculated hourly rate.
To the extent that the employee is responsible for any portion of the premium not paid by MSA, the employee's portion of the premium will be paid by payroll deduction.
Nonmonetary Benefits
Ongoing Professional Development resources and training that include up to $1,000 in professional development funds for licensed roles and $200 in professional reading or memberships for licensed roles. This may be prorated based on FTE status.
MSA complies with all state and federal laws regarding leave of absences.
Sabbatical/Professional Leave (SPL) may be allowed after licensed teaching staff or administrative staff has completed five (5) consecutive fiscal years of employment at MSA.
Under Minnesota Statute, a charter school must employ or contract with necessary teachers, supervisory personnel, and support personnel, as defined by section 122A.15, who hold valid licenses to perform the particular service for which they are employed in the school. In addition, if a teacher employed by a district makes a written request for an extended leave of absence to teach at a charter school, the district must grant the leave. You also maintain your TRA benefits, since MSA is a public school. Refer to MN Statute 145E.11 to view enrollment preference requirements.
Application Link
https://careers.mnmsa.org/
