Administrative Assistant - Student Information

South Washington County Schools; Cottage Grove (MN); On-site; USD 23,000 - 33,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability coverage

Flexible spending

EAP

Retirement plans

Job summary

South Washington County Schools is seeking an Administrative Assistant - Student Information at the District Service Center in Cottage Grove. The role supports kindergarten enrollment, the Spanish immersion program waitlist, and homeless services coordination, with data accuracy and confidential handling of student records.

Starting pay is $20.58/hour (Step 1), 8-hour day, 7:30 a.m.–4:00 p.m., with a ½ hour unpaid lunch. Anticipated start 10/16/2026; open until filled.

Qualifications

• High school diploma or equivalent required.
• Excellent customer service skills in person and on the phone.
• Proven organizational skills with strong attention to detail and ability to multi‑task.
• Excellent written and verbal communication skills.
• Prompt, regular and reliable attendance.

Responsibilities

• Assist students, staff and parents, greet visitors, provide information and professional service in person and by phone.
• Provide clerical support: correspondence, flyers, data entry, copying, filing.
• Support Infinite Campus and manage data in Word/Excel.
• Maintain confidentiality and data privacy for employees and students.
• Support diverse student and staff needs and maintain equitable interactions.

Skills

Customer service

Organizational skills

Multitasking

Communication

Attendance reliability

Education

High school diploma or equivalent

Tools

Excel

Word

Infinite Campus

Outlook

Job description

Job Details

Hours per Day

Position Administrative Assistant - Student Information

Location District Service Center

Hours per Day

Start and End Times 8 hours per day 7:30 a.m. - 4:00 p.m. with ½ hour unpaid lunch

Starting Pay $20.58 per hour (Step 1)

Anticipated Start Date 10/16/2026

Available for Application Open until filled

Calendar-Classification 12 Month - Class 5

Testing Internal Office Professional candidates must have passed the qualifying testing PRIOR to bidding. Successful candidates must have a qualifying score in each of the following testing areas to be considered for the position: Health Care Assessment, Microsoft Word, Basic Office Skills, and Following Written Instructions.

Benefits:

SoWashCo Schools offers a comprehensive benefits program designed to support our employees. Our benefits include medical, dental, and vision insurance, as well as life insurance, supplemental life insurance, dependent life insurance, and long‑term disability coverage. We also offer voluntary plans such as accident, critical illness, hospital indemnity, and identity protection, along with flexible spending accounts, an Employee Assistance Program (EAP), and retirement plans. These benefits reflect our commitment to supporting your health and well‑being.

Visit our benefits page for more detailed information.

POSITION SUMMARY:

This position performs the enrollment activities for the district with the primary functions being kindergarten enrollment, coordinating and maintaining the enrollments for the Spanish immersion program and collaborating with the homeless liaison as the initial contact for homeless services.

PRIMARY JOB FUNCTIONS:

General Office Functions

• Assist students, staff, and parents, including: greet people entering the office; assist with directions, information, provide positive and friendly customer service in person and over the telephone. Remain cheerful, calm and professional in all situations


• Provide clerical support, which may include:


• Correspondence/flyer distribution


• Data entry, Copying, Filing


• Infinite Campus support


• Correspondence and spreadsheets using Word and Excel


• Maintain confidentiality and data privacy for employees and students.


• Treat students and staff with fairness and equity. Understands and supports students and staff with varying cultural, ethnic, sexual orientation, religious, and/or language backgrounds.


• Other duties as assigned.

Department Specific Job Functions

• Oversee kindergarten enrollment process by collecting, coordinating, preparing, and distributing kindergarten information to families, building administrators and other departments. This includes the distribution and maintenance verification of information regarding prospective Kindergarten students.


• Oversee application and lottery process for Spanish Immersion program. Maintain and reference Spanish Immersion wait list for enrollment.


• Collect, verify, distribute and maintain all K-12 enrollment information in collaboration with schools and departments.


• Collect and provide information to appropriate departments to assure smooth and timely student transfers. Responsible for data transfer in Campus of all students who transfer due to special service needs, high school students switching to ALC/HSDS, Gateway or Spanish Immersion program.


• Initiate communication between district homeless liaison, families and staff to ensure resources available are explained to those in need. Responsible for data accuracy to ensure these are flagged appropriately in Campus.


• Complete requests for enrollment data for students applying for social security benefits; also provide enrollment verification letters to parents who need official school data for federal income tax purposes/parental child support issues.


• Work with special services staff to enroll students in appropriate center based programs.


• Collect, distribute and enter all MARRS correspondence into student data system.


• Maintain accurate enrollment information for all students residing in the district attending district schools. Enter all MARRS ID numbers in student data base system.


• Adhere to state records retention for all student enrollment data and health records.


• Maintain graduation verification phone line by collecting and verifying information and responding to companies.


• Follow up on address verification for new or returning students when not included with enrollment.


• Oversee and process administrative transfers when students cannot directly enroll to their boundary school due to capacity constraints.


• Enter enrollment information into the computer-based student data system in a timely manner.


• Provide back‑up coverage for department as needed.

JOB SPECIFICATIONS (EDUCATION, LICENSE, EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES):

Required:

• High school diploma or equivalent for all new hires after July 1, 2006.


• Skills assessment in accordance with established OPEIU testing process.


• Actively participates in district-sponsored training when offered.


• Excellent customer service skills in person and on the phone.


• Proven organizational skills with strong attention to detail and ability to multi‑task.


• Excellent written and verbal communication skills.


• General clerical skills that include working knowledge of Excel, Word, Infinite Campus, Outlook


• Basic accounting skills.


• Prompt, regular and reliable attendance


• Communicates with students, parents, co‑workers, supervisors, and the community in a positive and responsive way that is consistently welcoming and enhances effective work relationships.


• Demonstrates an appreciation of diversity in all interactions and job functions.

Desired:

• Demonstrable proficiency in mail merge and label creation.


• Demonstrable skill and proficiency using any data base (Access preferred).


• Multi‑line phone system experience.


• Experience with Infinite Campus.

EQUAL OPPORTUNITY EMPLOYER