District Office Administrative Assistant

District Office Administrative Assistant 990 Flambeau Avenue, Phillips, WI 54555 From $22 an hour

• Part-time, Full-time From $22 an hour
• Part-time, Full-time School District of Phillips Job Description
• District Administrative Assistant Date Revised District Administrative Assistant 12/29/2025

Immediate Supervisor:

Superintendent

BASIC FUNCTIONS AND RESPONSIBILITIES

To provide direct assistance to the Superintendent, Business Manager, School Board, and Director of Pupil Services, and to maintain records for and assist the employees of the School District of Phillips

ESSENTIAL JOB FUNCTIONS

Maintain employee personnel files, payroll, and health files Maintain records of professional staff licensure and substitute licensure renewals Post all vacancy notices for district positions Maintain open enrollment records and home-based education records Oversee publishing and distribution of annual District Newsletter to all District residents Make all hotel reservations for school district staff and Board members. Maintain Wisconsin Information System for Education (WISE) records for staff and students. Coordinate American Education Week Activities Process free and reduced lunch applications for all schools and run direct certification reports as required. Complete verification report and monitor all food service reporting deadlines. Monthly bank statement reconciliation for all District accounts and Local Government Investment Pool accounts Weekly cash receipting for the School District of Phillips Assist in annual financial audit preparation Prepare for membership count audits on year applicable. Prepare statements for billing for facility use, transportation rentals, and other invoices as directed by the Finance Manager. Keep a reconciliation of all Fund 21 transactions and report quarterly to the Finance Manager. Coordinate quarterly AnnMarie Grant applications and process all purchase orders related to grant purchases. Maintain all special education student records on Go-IDEA Software. Prepare and distribute all annual meeting invitations, evaluation reports, and annual IEPs. Complete all Medicaid billings through Ocaid and Forward Health software systems. Keep all records and documents required by law. Prepare quarterly staff pool list updates, financial reports and annual cost reports related to SBS and MAC. Process all requisitions related to special education funds and reconcile with invoices. Prepare monthly board meeting agendas on BoardDocs and oversee their posting and publication. Assist the Superintendent in preparing BoardDocs information for each monthly meeting and special meetings and distribute them to Board members. Take and record minutes of monthly Board committee meetings and regular Board meetings Prepare Annual Meeting report and arrange for details of the annual meeting with Business Manager & Superintendent Coordinate Spring election notifications and documents. Work with the County Clerk of Court to prepare accurate ballot information for the annual Spring election of Board members. Arrange for ballot canvassing and any recounts requested. Responsible for Board/Administrators Sunshine Fund

• memorial gifts as needed and notified by email news when a close relative of an employee has passed away.

Work with appropriate personnel to complete all required DPI state-mandated reports PI-1201 School Directory Information PI-1505 School Calendar Report/Common School Library Fund PI-1547 Transportation Report PI-1563 Third Friday in September Student Count FNS-10 Food Service report of free/reduced percentages WISEStaff Fall Staff Report PI-9.07 Harassment/Discrimination Annual report PI-1563 Second Friday in January Student Count WISEdata 3rd Friday, Childcount, and YearEnd Student records Fire Drill Reports to State Civil Rights Every other year report for federal government

SUPERVISION RECEIVED

Administrative and functional supervision is received from the Superintendent and Director of Pupil Services

SUPERVISION EXERCISED

None

QUALIFICATIONS, TRAINING, AND EXPERIENCE

Associate Degree in Administrative Assistant or related area, AND Two years of work experience, OR An equivalent combination of education, training, and experience. Typing, filing, and oral/written communication skills are essential. Intermediate skills in Microsoft Excel, and advanced skills in Microsoft Word. Experience with PowerSchool and Skyward operating systems preferred.

ESSENTIAL APTITUDES, SKILLS, KNOWLEDGE, AND PERSONAL CHARACTERISTICS

Demonstrate interpersonal relations of fairness, good judgment, tactfulness, and works for the respect, cooperation, interest, and enthusiasm of pupils, staff, and public Maintain a high level of confidentiality in regards to information received through the District office Develops long and short-range plans within areas of responsibility Demonstrates the ability to work independently to complete tasks as well as willingness to receive and complete directives of District personnel in a timely manner. Be a positive promoter of school and community This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

Job Types:

Full-time, Part-time Pay:

From $22.00 per hour

Benefits:

Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Retirement plan

Physical Setting:

Office Work Location:

In person