Overview
Administrative Assistant Jobs in Elk River, MN at Elk River Area School District
Job Summary
We are seeking a dedicated and detail-oriented Specialist to join our team. The Temporary Part-Time Administrative Specialist will support the administrative and operational functions of the organization for a limited-term assignment. This role will assist with office coordination, hiring documentation, and general administrative support to ensure workflow continuity and maintain organizational efficiency. Additionally, the Temp- Administrative Specialist will play an essential role in the hiring process by conducting preliminary interviews for Direct Support Professionals (DSPs) and managing employee paperwork and certification files in XOOMIA. The ideal candidate is organized, dependable, and able to manage multiple tasks with professionalism and discretion.
Leadership Support:
Provide administrative support to the senior leadership team, including scheduling, correspondence, and document preparation.
Coordinate and manage calendars, appointments, and travel arrangements for leadership staff.
Serve as a liaison between senior leadership, internal departments, and external stakeholders.
Prepare, proofread, and edit reports, presentations, and internal communications.
Organize and maintain confidential files, documents, and records for leadership.
Assist with special projects and research as assigned by senior leadership.
Office Coordination & Administrative Operations:
Oversee day-to-day office functions to ensure efficiency and organization.
Maintain and order office supplies, ensuring adequate stock for business operations.
Ensure the office remains clean, organized, and well-maintained.
Handle office equipment maintenance, troubleshooting minor issues, and coordinating service requests.
Develop and implement office policies and procedures to improve workflow (in collaboration with the senior leadership team).
Serve as the primary point of contact for office-related inquiries and needs.
Hiring Support & Employee Records Management:
Schedule and conduct preliminary interviews for Direct Support Professionals (DSPs) to assess applicant suitability.
Maintain employee paperwork and certification files in both print and digital format using XOOMIA.
Ensure that all required documents are completed, verified, and up to date, including DSP certification records.
Assist in coordinating training and certification renewal reminders for employees.
Support hiring processes by assisting with interview scheduling and applicant communications.
Maintain organized records of new hires and ensure onboarding documents are complete.
Event Planning & Travel Coordination:
Assist in planning and coordinating company meetings, retreats, and events.
Assist with arranging travel, accommodations, and itineraries for leadership team members.
Monitor travel expense reports and ensure accurate documentation.
Financial & Compliance Support:
Assist with budget tracking and expense reconciliation for office operations.
Maintain records of office expenditures and provide reports as needed.
Ensure compliance with company policies and
Requirements
Experience: Minimum of 2 years of administrative, office management, or executive support experience (healthcare experience preferred).
Technical Proficiency: Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and office management software. Experience with XOOMIA or similar healthcare and HR management systems is a preferred.
Communication: Excellent verbal and written communication skills with the ability to interact professionally at all levels.
Organizational Skills: Exceptional attention to detail, ability to prioritize tasks, and manage multiple responsibilities.
Problem-Solving: Ability to anticipate needs, troubleshoot issues, and implement solutions efficiently.
Confidentiality & Discretion: Strong ability to handle sensitive information with professionalism and integrity.
Interpersonal Skills: Ability to work collaboratively in a team-oriented environment and build strong working relationships.
This is a temporary part time position contracted for 3 months. After 90days Safe Harbor will assess employment. This position can lead to full time employment based on performance and skill alignment.
Job Types: Part-time, Temporary
Pay: $16.00 per hour
Expected hours: 20 – 35 per week
Benefits:
Dental insurance
Flexible schedule
Health insurance
Paid time off
Vision insurance
Schedule:
4 hour shift
8 hour shift
Day shift
Weekends as needed
Work Location: In person
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Title: Administrative Assistant
Company: Elk River Area School District
Location: Elk River, MN
