Stephen Coulter
Elk River,Minnesota
Summary
Proactive and goal-oriented professional with excellent time management and problem-solving skills. Known for reliability and adaptability, with swift capacity to learn and apply new skills. Committed to leveraging these qualities to drive team success and contribute to organizational growth.
Overview
13
13
years of professional experience
Work History
Temporary Senior Administrative Assistant
Hassan Elementary
02.2026 - Current
- Managed school budget, tracking expenses in a spreadsheet and Skyward.
- Managed day to day operations of substitutes in the building using AESOP, ensuring building was fully staffed. Worked with Administrative intern to assign substitutes and building substitute to proper locations. Called list of substitutes if positions were not filled.
- Approved/denied time off requests and time sheets in Skyward.
- Reconciled absences in AESOP.
- Assisted building principal with scheduling meetings in google calendar
- Managed all purchasing for the building including ordering supplies from warehouse, purchase requests from staff using available building supply budget, entering purchase requests for various vendors in Skyward, assigned budget codes for all purchasing requests.
- Assisted Administrative Assistant with managing day to day operations of front desk, including checking in visitors, answering main school phone line, assisted parents with end of the day dismissal changes, entered attendance in Infinite Campus, greeted and screened all visitors entering the main building door.
- Worked with various departments to ensure all field trip's were all set up properly.
- Assigned budget codes to substitute teachers from Kelly Services weekly.
District Attendance Clerk
Pact Charter School
08.2023 - 06.2025
- Entered daily attendance for over 1400 students using infinite campus, managed school attendance voicemail and email to accurately enter attendance for both school buildings daily
- Ran weekly attendance reports and worked with assistant directors of education from each building to ensure student’s were having acceptable attendance throughout the year
- Printed and mailed out attendance/truancy letters weekly for student’s using infinite campus
- Assisted covering the main reception desk of the Elementary campus by answering the phone, checking in visitors through Raptor visitor management, answering questions of guests/parents, and assisting student’s throughout the day
- Recorded tardies for student’s arriving late to the elementary campus
- Set up AIM meetings for assistant director’s of education
- Ran passes throughout the day for student’s leaving early
- Received and shared medical note’s with health office
- Entered student data for field trips and followed up with teachers to get accurate attendance
- Served as the automated dismissal system liaison on the Elementary campus, ensuring all 610 students were picked up quickly and efficiently with streamlined communication using the program/app Silent Dismissal. Connected with parents/guardians of students waiting for pick-up after the pick-up deadline. Managed account set-up, troubleshooting, and printed car tags
- Managed the vacation attendance email and processed requests of families requesting vacations
- Assisted with after school program Skyhawks, entered student’s attending the program daily in Silent Dismissal and answered questions of parent’s related to the program
- Assist staff members with miscellaneous office work, including making copies, sending faxes, restocking office supplies, looking up student information, and other tasks as needed
Building Supervisor
ISD 728 Community Education
09.2021 - 08.2023
- Meet, greet and provide information and directions to persons in buildings so that people arrive at scheduled location
- Maintain positive rapport with students, staff, administration and public to ensure good public relations and pleasant educational environment
- Responsible for knowing assigned locations of scheduled activities in building during work shift to ensure proper security and to provide directions to participants
- Assist instructors and community group leaders in preparation of facility for scheduled activities and in returning areas to proper order
- Visually checks assigned areas for unauthorized persons and unusual circumstances. Immediately reports suspicious circumstances or persons to proper authority in order to maintain safe environment
- Completes written reports to communicate daily activities and as needed in order to report and track incidents, injuries or concerns per occurrence
Temporary Administrative Assistant
Ivan Sand Community High School (ISD728)
03.2023 - 04.2023
- Answered main school phone line, assisted with all calls related to attendance, school enrollment, parent inquires, and transferred calls within school
- Recorded daily attendance every day using Infinite Campus
- Monitored main school entrance, unlocked door and recorded students who entered building late and left early, checked in guests using Navigate 360
- Called parents about unknown and unexcused absences, and notified parents when student left building without permission
- Assisted registered school nurse with health room by giving out health room items to students in need, took students temperature, recorded dates/times students used health room, gave out daily medication to students
- Sorted and distributed office mail
- Managed school wait list for enrollment, called parents to schedule intake meetings with principal when openings were available
- Requested records from students previous schools when new students were enrolled
- Created student folders for new students
- Worked with Vision Transportation to get new students transportation
- Assisted students and guests daily with miscellaneous questions and issues
Scheduler/Receptionist
GBR Interpreting And Translation Services
05.2015 - 09.2018
- Scheduled over 50 interpreters over phone and in e-mail for court, medical, legal, and school for interpreting agency per day
- Entered all billing for medical assignments, mostly through Medica and other insurance companies in Microsoft Access custom database
- Worked with county courts, children’s hospital, Medica care coordinators, law firms and school districts to ensure all interpreters were scheduled in timely fashion and assisted them with any questions
- Answered phone line and assisted with any questions that interpreters and customers had
- Ensured all requests for interpreters were filled for customers, and let customers know if interpreters of certain language could not be filled
Data Entry Clerk
Custom Medical Solutions
01.2013 - 05.2015
- Entered hundreds of hours of data from invoices and billing logs into brand new custom computer software for company
- Worked in team with two other co-workers, technical support, and heads of departments within company to ensure all data was being entered correctly
- Light filing, boxing, and organizing of company records
- Posted credit memos, invoices, and payment journals into system
- Verified rental documentation with accounting department at end of month billing period
Education
Administrative Assistant Diploma - Administrative Assistant
Minneapolis Business College
Roseville, MN04-2010
Skills
- School Security
- Typing (90 WPM)
- Project Planning
- Spreadsheet's
- Attendance records oversight
- Student database management
- Strong organization
- Telephone etiquette
- Confidentiality
- Attention to detail
Timeline
Temporary Senior Administrative Assistant
Hassan Elementary
02.2026 - Current
District Attendance Clerk
Pact Charter School
08.2023 - 06.2025
Temporary Administrative Assistant
Ivan Sand Community High School (ISD728)
03.2023 - 04.2023
Building Supervisor
ISD 728 Community Education
09.2021 - 08.2023
Scheduler/Receptionist
GBR Interpreting And Translation Services
05.2015 - 09.2018
Data Entry Clerk
Custom Medical Solutions
01.2013 - 05.2015
Administrative Assistant Diploma - Administrative Assistant
Minneapolis Business College