Admin Clerk Senior - Toki - 1.0 FTE - 26-27 SY

About Our District

The Madison Metropolitan School District (MMSD) is the second‑largest school district in Wisconsin, serving a diverse population of more than 25,000 students. More than half of the students are students of color, nearly half come from low‑income households, and about one‑third are English Language Learners representing over 100 languages. MMSD is committed to being anti‑racist, culturally responsive, and inclusive, with a strategic framework focused on academic achievement, thriving school environments, and the success of Black youth.

Purpose of the Position

Under the supervision of the Principal, the Middle School Operations staff member is responsible for secretarial and clerical tasks that support the main office, student attendance, budgeting, financial processing, inventory management, student records, and overall office efficiency.

Responsibilities

• Maintain a welcoming, professional main office atmosphere and address parent/guardian, student, and community concerns promptly.
• Manage, record, and monitor student attendance; follow up with phone calls and promote district attendance goals.
• Oversee various district budgets (Formula, Title I, SIP, Staff Development, Donations, etc.) and ensure proper use of procurement cards.
• Coordinate and schedule parent meetings, including truancy meetings, in collaboration with the Student Services Team.
• Prepare and process school checks, financial account records, and bank deposits according to district money‑handling procedures.
• Order a wide variety of school supplies and equipment from district and external vendors; maintain inventory and reorder as needed.
• Facilitate registration days and manage all aspects of student record keeping (add/drop, course placements, report cards, fees).
• Schedule and enter K‑screeners.
• Maintain letters of record, including merged address labels and correspondence.
• Prepare memos, newsletters, and weekly bulletin communications.
• Maintain order when students are present and facilitate behavior‑support calls and documentation.
• Assist ill or injured students, including administering medication in the absence of a school nurse.
• Perform other related duties as assigned.

Requirements

• Minimum Qualifications
  • Three (3) years of successful secretarial experience, or an equivalent combination of experience and formal secretarial training.
  • One (1) year of bookkeeping/accounting experience.
  • Prior secretarial management experience.
  • Experience working in a school setting with demonstrated cultural competence serving a diverse family population.
  • Commitment to developing personal cultural competence (valuing diversity, recognizing skill gaps, desire to learn).
  • Keyboarding skill test will be used in candidate evaluation.
• Preferred Qualifications
  • Native‑like fluency in Spanish and English.

Knowledge, Skills, and Abilities

• Ability to file, sort, and distribute mail; create letters and memos.
• Strong knowledge of Infinite Campus (student management, report cards, behavior management, scheduling, data dashboards, etc.).
• Effective communication with office assistants and administrators; ability to train and delegate tasks.
• Advanced proficiency with district software: Oasys, School Messenger, Class 7, Kronos, Munis, Subfinder, Microsoft Suite, Publisher, Gmail, Google Docs.
• Advanced knowledge of accounting, bookkeeping, and financial reporting best practices.
• Ability to create digital media, download files, and produce slide shows.
• Skill in maintaining a welcoming, non‑judgmental office atmosphere with positive customer service (phone, security systems, in‑person).
• Strategic staff assignment for supervision duties and schedule balancing.
• Organizational skills to maintain an efficient office environment.
• Time management, independent work, problem‑solving, multitasking, and sound judgment.
• Operation of office equipment (computer, phone, fax, copier).
• Professional oral and written communication; ability to maintain confidentiality under stress.
• Advanced keyboarding skills.

Pay

Starting compensation is $32.82 hourly (Salary Schedule 26‑27), non‑exempt.

Schedule

Work may require travel to various district locations and off‑site meetings. The position may involve evenings, nights, and some weekends. Certain roles may allow hybrid work flexibility for part of the schedule, subject to the needs of the position and work unit. School‑based positions are required to be in‑person unless directed otherwise by the building principal.