Administrative Associate III (Teaching, Learning and Equity)

STARTING WAGE: $23.94 per hour (based on experience)

This position is full time, 8 hours per day, Monday through Friday, year round. This position comes with paid time off, paid vacation and is benefit eligible.

Summary

This position provides financial administrative support for Community Schools, Summer School, and Teaching & Learning initiatives in the Sun Prairie Area School District. Key duties include managing budgets, processing payments, producing reports, supporting online curriculum tools, and handling communications. The role requires strong fiscal management, organizational skills, attention to detail, and the ability to work independently while maintaining confidentiality and positive relationships with staff and partners.

Essential Duties And Responsibilities

Community Schools: Financial Management, Accounting, & Oversight (40%)

• Manage billing, accounts payable, ordering, and record keeping for the Community Schools budget per all SPASD policies and procedures.
• Monitor the budget monthly for all accounts to ensure expenditures remain in alignment with budget priorities.
• Serve as the fiscal manager for the 501c3 nonprofit Sun Prairie Community Schools - process payments and orders; maintain recordkeeping in Quickbooks; reconcile account monthly with bank account; provide weekly financial updates to the Community Schools Program Coordinator; provide monthly financial reports to the 501c3 Board; and coordinate annual filings for taxes and annual report with the State of Wisconsin.
• Complete and coordinate the financial reports for all grants (federal, state, local) as dictated by grant deadlines.
• Provide training on budget processes and procedures to the Community Schools team.
• Establish and maintain positive working relationships with colleagues and community partners.
• Event and Conference Coordination: arrange logistics for conferences and events, including registration, transportation, food, and lodging.
  
  

Teaching, Learning & Equity (20%)

• Manage and maintain online subscriptions and support access by teachers to online programs adopted by the school system
• Schedule meetings on behalf of the Director with appropriate participants, an agenda, and related resources prepared in advance of the meeting
• Prepare and send accurate, timely, and professional communications to execute assigned projects and responsibilities
• Manage and arrange for travel logistics and expense reimbursements for the Director as needed
• Maintains accurate grade-level curriculum guides for the elementary curriculum
• Provides logistical planning and support for special events
  
  

Communications and Engagement (20%)

• Ensure staff members are updated in the staff directory
• Creates a weekly staff newsletter using provided content
• Coordinates purchases and reconciles credit card receipts for the Communications team
  
  

Summer School (20%)

• Collaborates with other team members to develop and share information about Summer School.
• Responsible for completing the PreK-12 Summer School DPI annual report
• Collaborates with district business services on annual internal financial audit of summer school, Pre-K-12th grades.
• Monitors budgets for grades 6-8 summer school
  
  

Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to eligible individuals with disabilities to perform the essential functions.

• Strong demonstrated fiscal management skills
• Advanced knowledge of office practices, procedures, and equipment.
• Excellent spelling, punctuation, and English grammar skills.
• Ability to communicate effectively and sensitively both orally and in writing to diverse internal and external audiences
• Excellent human relations skills to interact with all employees, students, parents/caregivers, and the public.
• Skill and knowledge of word processing, spreadsheet, and presentation applications.
• Aptitude for organization and detail.
• Ability to work independently, prioritize work to meet schedules and timelines, and maintain composure under pressure.
• Ability to exercise judgment in handling information of a highly sensitive and confidential nature with tact, diplomacy, and strict confidentiality.
• Ability to analyze issues and problem-solve.
• Understanding and implementation of the school system and state budgeting procedures
• Understanding and implementation of state reporting procedures
• Strong understanding of state rules, guidance, and regulations
  
  

EDUCATION And/or EXPERIENCE

High School Diploma or equivalent and three to five years of experience in accounting or bookkeeping.

Communication And Language Skills

Ability to read and interpret documents such as district reporting forms, procedure manuals, and governmental regulations. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from diverse groups of administrators, school board members, staff, and the general public.

ANALYTICAL AND REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, verbal, digital, or diagram form. Ability to define problems, collect data, establish facts, draw valid conclusions, and deal with problems involving mathematical abstract and concrete variables.

Mathematical Skills

Ability to add, subtract, multiply, divide, and calculate decimals and percents.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Position demands meeting deadlines with severe time constraints.

Physical Requirements

Shall complete a physical examination as required by Wisconsin Statute 118.25.

The Sun Prairie Area School District is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the School District will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.