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:: Office Assistant ::

Department:
Special Education Department

Position Code:
30003458 - Office Assistant

Work Hours:
28 hrs/wk, 45 wks

Application Deadline:
08/30/2013

Position Description:

AFSCME employees who are currently classified as an Office Assistant and are interested in a lateral transfer will need to apply through the online application process. Permanent Minneapolis Public Schools employees (those that have passed probation), current AFSCME Local 56 members who are not currently classified as an Office Assistant and who meet the qualifications listed below will need to apply through the online application process.

 

 

SUMMARY

 

Under general supervision, performs basic clerical and office support duties; updates files, records and computer database; provides information and assistance to customers.

 

ESSENTIAL FUNCTIONS:

 

Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills.  This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class.  Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours.  Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function.  Essential duties and responsibilities may include, but are not limited to, the following:

 

  • Performs basic clerical and administrative support duties for assigned work group within scope of authority and training, and in compliance with MPS policies and quality standards; duties may vary according to job assignment.
  • Updates and maintains a variety of electronic and paper files, records, reports and documents.
  • Receives documents, technical records and applications; checks documents for validity and accuracy of information; files paperwork, and enters data into MPS computer systems; reports discrepancies to supervisor.
  • Provides a variety of clerical and office assistance duties; makes and distributes copies; schedules meetings; processes mail, correspondence, invoices and other documents.
  • Updates statistical information, reports and technical documents.
  • Accesses MPS files, and locates information for clients, staff, local agencies and others as authorized.
  • Prepares correspondence; compiles and distributes information packets and other communications.
  • Provides customer service, information and assistance to visitors and others having business with MPS; responds to requests for information within the scope of authority.
  • Performs basic bookkeeping functions; collects special fees and payments; maintains accounts for budget, payroll, timekeeping, purchasing, transportation, enrollment, attendance, registration, records requests, and special program functions. 
  • Oversees LCTS (Local Collaborative Time Study) data collection and reporting
  • Sets up courses on Staff Development and updates data (attendance, credit hours, etc.)
  • Gathers information and maintains records on current licensure information (Board of Social work, MDE) for social workers.
  • Answers incoming telephone calls and directs the caller to the correct person or work group, or takes and relays messages as appropriate.
  • Orders, receives and distributes supplies and equipment.
  • Cross-trains in a wide variety of clerical and office support duties.
  • Demonstrates courteous and cooperative behavior when interacting with students, clients, visitors, and MPS staff; acts in a manner that promotes a harmonious and effective workplace environment
  • Enthusiastically promotes the Superintendent’s goals and priorities in compliance with all policies and procedures.
  • Maintains absolute confidentiality of work-related issues, records and MPS information.
  • Other duties or tasks may be assigned on an as-needed basis
  • At times may be required to work outside normal business hours and work extended hours to accomplish requirements of the position.

 

MINIMUM QUALIFICATIONS:
Education, Training, and Experience Guidelines

High School Diploma or GED equivalent; AND one year of clerical and computer experience; OR an equivalent combination of education, training and experience as determined by Human Resources.

 

Knowledge of:

 

  • Basic office practices and procedures.
  • Customer service principles, protocols and methods.
  • Applicable policies, procedures and regulations covering specific areas of assignment.
  • Basic principles of record keeping and records management.
  • Business and personal computers, including spreadsheet, word processing, and database software applications.

 

Skill in:

 

  • Operating standard office equipment, and business computers with standard software applications.
  • Record keeping; data collection; use of Excel spreadsheets.
  • Entering information into a computer system with speed and accuracy.
  • Making mathematic calculations with speed and accuracy.
  • Providing effective customer service, and dealing tactfully and courteously with the public.
  • Following verbal and written instructions.
  • Establishing and maintaining effective working relationships with co-workers.

 

LICENSE AND CERTIFICATION REQUIREMENTS

 

A valid Minnesota State Driver’s License may be required.

 

SALARY:

 

  • AFSCME A4 $16.05-$16.57 hourly

 

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

 

Work is performed in a standard office environment which requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. A job in this category may require walking or standing to a significant degree or may involve sitting most of the time with long periods of computer work and heavy phone usage.

 

Diversity is one of Minneapolis Public Schools core values and is essential to our goal of putting children first and making them college-ready.  Diversity of our workforce provides us with a competitive advantage and allows us to better understand, communicate with and educate our diverse student body. Minneapolis Public Schools will not deny anyone the opportunity for training or employment because of sex, race, religion, color, creed, national origin, marital status, age, sexual preference, disability or status with regard to public assistance.

 

Minneapolis Public Schools strongly encourages diverse candidates to apply.

 

 

 

METHOD OF APPLICATION: 
All applicants, including MPS employees, must complete an on-line application at www.mpls.k12.mn.us (click on Careers).  In addition, upload an electronic copy of both your cover letter and resume to your application at the time that you apply.  Make sure that you apply for the specific position in which you are interested.

 

Only complete applications, which include all of the following items, will be considered:

 

  • Cover Letter
  • Resume
  • On-Line Application

 

 
Final candidates may be invited to interview with a committee.  Final appointment to this position will be contingent upon passing a criminal background check.