Clerical Support Specialist - Office of Communications - #118362

Rochester; Rochester (MN); Hybrid; USD 20,000 - 32,000; Part time

Job summary

The Rochester Public Schools is seeking a Clerical Support Specialist to provide reception services, administrative support, and cross-functional project assistance in Communications, Interpretation Services, and Records and Registration. You will handle scheduling, data integrity, and daily database updates with tools like Word, Excel, and Qmlativ. Requires a High School Diploma or equivalent and a valid MN driver’s license.

Part-time, 4 hours per day, 260 days/year, 9 a.m. - 1 p.m.

Qualifications

• Minimum requirement: High School Diploma or equivalent.
• Valid MN driver’s license.

Responsibilities

• Provide reception services and administrative support.
• Data entry and record keeping.
• Create purchase orders and receive invoices.
• Order supplies for departments.
• Coordinate interpreter requests and route to interpreters.

Skills

Attendance

Data entry

Records management

Attention to detail

Multitasking

Communication

Customer service

Discretion

Education

High School Diploma or equivalent

Tools

Word

Excel

PowerPoint

Qmlativ

Google apps

Job description

WORK YEAR

: Part-time, 260 days per year; 4 hours per day; 9 a.m. - 1 p.m. Monday-Friday

WORK CALENDAR

Click link to view calendar with work days.

2026-2027 260 day Calendar

CLASSIFICATION

: Clerical; Non-Exempt: B-2-3

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

Clerical Contract 2024-2026

Hiring Manager

Mamisoa Knutson, Director of Communications.

If you have questions regarding a job posting, contact the Office of Human Resources [e-mail]

Overview

The Clerical Support Specialist is responsible for providing reception services, administrative support, and cross-functional project management as assigned. This includes being available to assist visitors, provide general administrative support for Communications, Interpretation Services, and Records and Registration staff, and working with select software that supports these departments, including Word, Excel, PowerPoint, Qmlativ, Google, etc.

Essential Functions

• General office work such as accounting, training, and scheduling.
• Data entry and record keeping.
• Create purchase orders and receive invoices.
• Order supplies for the Communications, Interpretation Services, and Records and Registration departments
• Act as one of the first points of contact for interpreter/translation requests via phone, and route them to the correct interpreter based on availability
• Review department documents, SOP’s, and update as needed.
• Calendar Management for interpreters and internal and public-facing district and school calendars.
• Managing data integrity and student records by performing daily database cleanup reports, maintaining census entities, and Student Information Systems updates
• Reports to and works under the supervision of the Director of Communications
• Performs additional duties and responsibilities as assigned by the Director of Communications

Education/Certification Requirement

Minimum Requirement: High School Diploma or equivalent.

Required: Valid MN driver’s license.

Required Skills

• Regular on-time attendance
• Proven ability to create and maintain accurate records and tracking systems.
• Strong conflict management and mediation skills.
• Ability to provide clear direction and support to team members.
• Demonstrated attention to detail in all aspects of work.
• Ability to manage multiple tasks and adapt to changing priorities.
• Experience working collaboratively with a diverse team of supervisors, staff, and external consultants.
• Thorough knowledge of established policies, protocols, and procedures, with the ability to ensure organizational compliance.
• Excellent written and verbal communication skills, with the ability to interact effectively at all levels.
• Capacity to perform effectively under pressure while managing multiple, shifting priorities and meeting deadlines.
• Exceptional customer service skills, including conflict resolution, responsiveness, and follow-through.
• Ability to handle sensitive and confidential employee information with discretion.
• Availability to respond to emergencies outside of normal working hours.
• Strong ability to communicate ideas and directives clearly and effectively, both verbally and in writing.
• Commitment to delivering outstanding customer service.

Physical Requirements

• This position may encounter but not limited to the following activities: talking in person/on phone, hearing, sitting, reaching, use of both hands for typing, crouching; kneeling.
• Excellent sensory skills (sight, hearing, and speech).
• Moves up to 50 pounds of office materials to remote building locations.