JOB TITLE:                   Administrative Assistant to Student Support Services

DEPARTMENT:             Student Support Services

REPORTS TO:              Director of Student Support Services

FLSA:                            Non-Exempt

START DATE: January 4, 2027 (cross-training prior to start date coordinated with hiring supervisor)

HOURS/DAY: 8 hours per day, 260 days per year

RATE OF PAY: $24.10 - $28.74 per hour. Category C

Terms of employment per the Prior Lake Administrative Assistants Federation Education MN Local #4887 (PLSFAA) collective bargaining agreement.

Join Our Team and Thrive! 

We offer a comprehensive benefits package that stands out among school districts:

• Health Insurance: A rich health plan that provides extensive coverage for you and your family, ensuring peace of mind.
• Dental Insurance: Full coverage options for routine and preventive care, keeping your smile bright and healthy.
• Life Insurance: Protect yourself and your loved ones with a robust life insurance plan
• An Employee Assistance Program, free to employees and their family members
• Optional medical and dependent care flexible spending account

To learn more about our benefits and eligibility, visit our webpage for new employees.

SUMMARY:

Provide districtwide administrative, operational, and technical support within Student Support Services, coordinating special education student records, information systems, reporting, transportation, purchasing, and departmental processes in collaboration with staff, families, and district departments.

ESSENTIAL FUNCTIONS:

This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.

• Provide administrative support to the Director and Assistant Directors of Student Support Services and Special Education Program Specialist; coordinate meetings, interviews, correspondence, and professional development logistics.

• Provide operational assistance to building special education administrative assistants, special education teachers, psychologists, and related service providers; coordinate periodic clerical meetings and summer coverage as needed.

• Respond to inquiries from families, students, staff, vendors, and transportation partners and coordinate requests for confidential student records, including authorized requests from receiving districts, agencies, and legal representatives.

• Process referrals and documentation for Setting IV placements and support transitions between programs and districts.

• Administer districtwide SpEd Forms accounts, student records, case manager assignments, school calendars, service-hour accuracy, and staff communication regarding system updates.

• Process special education student enrollments, out-of-district enrollments, Extended School Year enrollments, and student data updates in Infinite Campus; coordinate with Enrollment to support accurate MARSS and other state reporting.

• Maintain service-hour data, child-count tracking records, and student information needed for state reporting, reimbursement, and audits.

• Coordinate student records and documentation for homebound enrollment processes with principals, counselors, social workers, and the Enrollment Department.

• Compile data and statistical reports for Minnesota Department of Education reporting and fiscal or program audits.

• Coordinate special education transportation requests, update student transportation data, and maintain records supporting reporting and reimbursement.

• Coordinate purchases of special education curriculum, assessment materials, student-specific IEP materials, equipment, supplies, and software licenses in collaboration with the Special Education Program Specialist and Teaching and Learning.

• Arrange staff registrations and related logistics for professional learning; collaborate on ACT, MCA, and MTAS data reports.

• Track special education departmental budgets and account codes; prepare purchase orders, process invoices, mileage, licensing reimbursements, and staff timecards, and coordinate budget transfers with the Business Department as authorized.

• Coordinate with Special Education Finance Administrative Assistant to prepare budget and annual fiscal audit support documents; compile personnel activity reports (PARs) and semi-annual certifications for federally and state-funded staff and review licensed substitute teacher data for reimbursement.

• Assist with securing ASL interpreter and cued language transliterator substitutes; arrange interview schedules and meeting rooms; participate in departmental and OSHA safety meetings as assigned.

• Perform other duties and responsibilities as assigned.

QUALIFICATIONS:

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.

Education and Experience:

• Bachelor's degree in a related field preferred. High school diploma or GED required.

• Experience with or understanding the importance of confidentiality within the workings of a large, complex organization.

• Experience with student information systems, purchasing, or special education program operations preferred.

Required Certificates, Licenses, and Registrations:

Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

• N/A

Required Knowledge:

• Proficiency with software data management, databases, and word processing.

• Knowledge of student data privacy, records management, and administrative processes; familiarity with special education reporting preferred. Required Skills:

Required Skills:

• Strong interpersonal skills and work ethic.

• Strong written and verbal communication, interpersonal and customer service skills.

• Excellent organization, attention to detail, independent follow-through, and ability to prioritize competing deadlines.

• Ability to coordinate with multiple departments, maintain accurate records, learn technical systems, and manage sensitive information discreetly.

PHYSICAL/MENTAL REQUIREMENTS:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Mobility to work in an office setting, use standard office equipment, and stamina to sit for extended periods while performing data entry and financial tasks; strength to lift and carry files, binders, or office materials up to 20 pounds; vision to read printed materials, computer screens, and financial reports; and hearing and speech to communicate effectively in person, over the telephone, and in meetings with staff, parents, and external stakeholders.

WORKING ENVIRONMENT:

Work will be completed in an office environment.