Clerical Support Specialist — Admin & Scheduling Expert

Rochester; Rochester (MN); On-site; USD 25,000 - 30,000; Part time

Job summary

Rochester Public Schools, ISD #535, is seeking a dedicated Clerical Support Specialist in the Office of Academic Services. The 0.975 FTE position provides essential clerical and logistical support for Directors, including processing invoices, reimbursements, field trips, and counseling-related tasks.

The role requires strong organization, confidentiality, and attention to detail, with work from Monday to Friday, 8:00 a.m. – 4:00 p.m., 7.5 hours per day, in Rochester, MN.

Qualifications

• High school diploma or GED required.
• Minimum three years clerical/administrative experience.
• Strong attention to detail and accuracy.
• Proficient with Skyward, Google Workspace, Word and Excel.
• Excellent written and verbal communication.
• Ability to handle confidential information.
• Reliable attendance.

Responsibilities

• Processes accounts payable for invoices, requisitions for purchase orders, and in-district mileage/travel reimbursements for staff.
• Prepares and processes staff stipends in accordance with staff contracts.
• Supports Federal Funding activities through purchasing, sub reporting/verification process, PAR reporting, Time & Effort verification and federal verification.
• Supports Field Trip activities, including reviewing field trip requests, updating procedures and approving field trip requisitions.
• Supports Districtwide Counseling, including Xello software – updating course planner with changes, assigning/updating staff access and troubleshooting misalignment.
• Supports English Learners program including updating student records in Skyward, running caseload reports, sending testing notifications, results and certificates.
• Aids in conference and travel logistics, including conference registration, travel arrangements (airline and hotel), and travel reimbursement processes.
• Provides support to directors including maintaining calendars, scheduling meetings, preparing materials for interviews, answering phones, responding to questions.
• Support district-wide professional development by supporting planning, scheduling sessions, and coordinating CEUs.
• Provide back-up support to other clerical staff in Office of Academics.
• Other duties as assigned.

Skills

Attention to detail

Communication skills

Confidentiality

Prioritization

Customer service

Reliability

Problem solving

Education

High school diploma or GED

Tools

Skyward

Google Workspace

Microsoft Word

Excel

Job description

Rochester Public Schools, ISD #535, is seeking a dedicated Clerical Support Specialist in the Office of Academic Services. The 0.975 FTE position provides essential clerical and logistical support for Directors, including processing invoices, reimbursements, field trips, and counseling-related tasks.

The role requires strong organization, confidentiality, and attention to detail, with work from Monday to Friday, 8:00 a.m. – 4:00 p.m., 7.5 hours per day, in Rochester, MN.