Administrative Assistant, Special Education

Intermediate School District 917•Rosemount, MN

1d•Onsite

About The Position

The Administrative Assistant provides administrative and operational support to the Director of Teaching and Learning and the Director of Social/Emotional Learning at Intermediate School District 917’s district office in Rosemount, Minnesota. The role requires confidentiality, clear oral and written communication, and effective problem-solving and relationship-building with school personnel, students, parents, vendors, community partners, and the public. The position is scheduled for 8 hours per day, 7:00 a.m. to 3:30 p.m., Monday through Friday, for 226 days per year. The anticipated start date is ASAP. Starting pay is $24.12 per hour under the Office Professionals contract. Intermediate School District 917 provides special education, career and technical education, and alternative learning services for nine member districts in the south metro. Its programs serve students from birth through age 21 at more than 20 sites. The district emphasizes collaboration, empathy, innovation, stewardship, communication, integrity, personalization, equity, and diversity.

Requirements

High school diploma or GED.
One to three years of administrative support experience involving mid- to high-level responsibilities.
Ability to complete routine assignments independently within district procedures.
Good written and verbal communication skills and organizational skills, including the ability to manage competing deadlines and recurring annual activities.
Computer skills with Word, Excel, Google Docs, spreadsheets, presentations, and shared files.
Ability to learn web-based programs such as SPED Forms, Infinite Campus, TOC, eFin, Destiny, and district website systems.
Ability to maintain accurate financial, attendance, training, inventory, and program records and perform arithmetic computations related to purchasing and expenditure tracking.
Ability to coordinate meetings, professional development, onboarding activities, schedules, and related materials.
Ability to maintain confidentiality and follow district procedures for handling student, staff, and financial information.
Ability to work effectively with staff, parents, vendors, community partners, and community members.
Ability to interact with and build positive relationships with students of varying ability levels and skills.

Nice To Haves

Administrative assistant experience in a school setting.

Responsibilities

Perform program-specific administrative functions and compose, review, and edit correspondence, reports, presentations, and publications.
Serve as a resource and secretary for department staff, assist with daily duties, and help ensure timely access to materials, information, and training.
Coordinate professional development, training, and staff onboarding, including schedules, registrations, materials, attendance records, and completion checklists.
Coordinate staff evaluation schedules and maintain related tracking records according to district procedures.
Schedule meetings, prepare materials and notes, and assist with annual activities and special projects.
Process financial transactions, purchase requisitions, invoices, vendor paperwork, and mileage documentation.
Coordinate purchases of supplies, curriculum, assessment materials, and training resources; track budget expenditures and maintain grant records.
Maintain inventories and coordinate access to curriculum, assessment, training, and technology resources.
Prepare and update program data, reports, shared files, website information, and department communications.
Maintain staff attendance records, timesheets, checklists, and personnel support lists in accordance with district procedures.
Provide information to parents, students, non-district staff, and the public, and facilitate access to and collaboration with district programs and services.
Obtain and maintain student records and process applications and records requests.
Answer and transfer phone calls, take messages, and respond to routine inquiries.
Record, update, and maintain files while protecting confidential information and managing access to shared records.
Coordinate arrangements and communications supporting student transportation to district programs.
Coordinate district van checkout and return and annual van inspections.
Perform other job-related duties as assigned.