Clerical Support Specialist - Office of Academic Services - #118603

Rochester Public Schools; Rochester (MN); On-site; USD 38,000 - 46,000; Full time

Job summary

Rochester Public Schools is seeking a dedicated Clerical Support Specialist (0.975 FTE) in the Office of Academic Services. The role provides essential clerical and logistical support for Directors, including accounts payable, field trip coordination, and program support.

You will assist with counseling and English Learners programs, update records in Skyward, and help with conferences and travel logistics. Strong organization and communication are required.

Qualifications

• High school diploma or GED required.
• 3+ years clerical/administrative experience preferred.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and manage multiple tasks.

Responsibilities

• Process accounts payable and reimbursements for staff.
• Prepare staff stipends per contracts.
• Support Federal Funding activities (PAR reporting, Time & Effort verification).
• Assist with field trips: requests, procedures, and approvals.
• Support counseling staff with Xello and course planning updates.
• Update student records in Skyward for English Learner program.
• Coordinate conference/travel logistics and reimbursements.
• Support directors by managing calendars, meetings, and interview materials.
• Assist with professional development planning and PD scheduling.
• Provide back-up clerical support within the Office of Academic Services.

Skills

Attention to detail

Oral and written communication

Customer service

Problem solving

Time management

Education

High school diploma or GED

Tools

Skyward

Google Workspace

Microsoft Word

Excel

Job description

ESTIMATED INTERVIEW DATE: Ongoing

LOCATIONS & WORK SCHEDULE:

Office of Academic Services - 7.5 hours per day, M-F 8:00 a.m. - 4:00 p.m., with a 30-minute unpaid lunch

WORK CALENDAR: 260 day Calendar

CLASSIFICATION: B-2-3

Click link below to review the 2024-2026 Clerical Contract containing salary schedule.

Clerical Contract 2024-2026

Hiring Manager: Mona Perkins, Chief Academic Officer

If you have questions regarding a job posting, contact Mona Perkins; Chief Academic Officer @[e-mail]

Rochester Public Schools - ISD #535 is seeking a dedicated and organized individual for a (0.975FTE) Clerical Support Specialist role within the Office of Academic Services. This position provides essential clerical and logistical support for the various Directors within the Office of Academic Supports.

Key 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 the appropriate staff contracts.
• Supports Federal Funding activities through purchasing, sub reporting/verification process, PAR reporting, Time & Effort verification and the federal verification process.
• Supports Field Trip activities, including reviewing field trip requests, preparing and updating annual field trip procedures and approving field trip requisitions.
• Supports Districtwide Counseling, including, but not limited to Xello software – updating course planner with course guide changes, assigning/updating staff access and troubleshooting misalignment.
• Supports English Learners program including, but not limited to, updating student records in Skyward, running caseload reports, sending World Language Certification testing notifications, results and certificates.
• Aids in conference and travel logistics, including assisting with conference registration, travel arrangements (airline and hotel), and travel reimbursement processes.
• Provides support to directors including, but not limited to, maintaining calendars, scheduling meetings, preparing materials for interviews, answering phones, responding to employee and parent questions.
• Support district-wide professional development by supporting planning, scheduling sessions, working with Kick Up to assign CEUs and schedule PD sessions.
• Provide back-up support to other clerical in the Office of Academics.
• Other duties as assigned.

Qualifications:

• High school diploma or GED.
• Minimum three (3) years of documented experience working in a clerical or administrative role.
• Strong attention to detail and accuracy.
• Strong oral and written communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to manage interruptions and effectively prioritize work in a fast-paced environment.
• Strong customer service, interpersonal, and problem-solving skills.
• Demonstrated professionalism, dependability, and accountability.
• Regular, reliable attendance.
• Working knowledge of Skyward (Student and Financial systems), Google Workspace (Documents, Sheets and Gmail), Microsoft Word, and Excel.

Required Dispositions:

• Demonstrate initiative, and strong problem-solving skills.
• Navigate challenges with professionalism, adaptability, and sound judgment.
• Handle difficult conversations with professionalism, tact, and grace.
• Demonstrate integrity, accountability, and strong ethical standards.
• Maintain a proven record of reliability, professionalism, and success.
• Foster positive working relationships and contribute to a culture of continuous improvement.