Office Coordinator - Secondary Long Term Sub

South Washington County Schools; Cottage Grove (MN); On-site; USD 29,000 - 33,000; Full time

Job summary

South Washington County Schools is seeking an Office Coordinator - Secondary Long Term Sub at Oltman Middle School. The role ensures smooth office operations, supports the principal, staff, students and parents, and handles clerical tasks with a focus on confidentiality and high service standards.

The position requires strong organizational and communication skills, proficiency in Excel/Word/Outlook, and experience in a school setting. Competitive benefits and steady hours are offered.

Qualifications

• High school diploma or equivalent.
• Skills assessment per OPEIU testing process.
• Participates in district-sponsored training when offered.
• Demonstrates involvement in continuous improvement, both personal and district-wide.
• 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 with 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.
• Demonstrable proficiency in mail merge and label creation.
• Proficiency with any databases (Access preferred).
• Multi-line phone system experience.
• Experience in a school setting.
• Knowledge of special education and due process.
• Experience with Infinite Campus.

Responsibilities

• Greet visitors and provide friendly customer service in person and by phone.
• Provide clerical support: data entry, correspondence, flyers, filing, and spreadsheets.
• Maintain confidentiality and data privacy for employees and students.
• Coordinate substitutes and distribute keys, badges, lesson plans and payroll vouchers.
• Support graduation preparation and related documents.
• Coordinate payroll vouchers and submit to HR/Payroll.
• Coordinate key distribution and maintain records.
• Update school newsletters and announcements.
• Support the Principal with calendar and correspondence.
• Communicate district and building policies to staff and community.
• Assist with college applications and scholarships information.
• Initiate postings and HR forms as directed by the Principal.
• Provide coverage for essential clerical duties during holidays and summer break.

Skills

Customer service

Organizational skills

Communication skills

Attention to detail

Multitasking

Education

High school diploma or equivalent

Tools

Excel

Word

Infinite Campus

Outlook

Access (database)

Data entry systems

Job description

Office Coordinator - Secondary Long Term Sub JobID: 19299

• Date Posted: 8/20/2026
• Location: Oltman Middle School
• Date Available: 09/01/2026

Office Coordinator - Secondary Long Term Sub

Location: Oltman Middle School

Hours: 7:00 a.m. - 3:30 p.m. 8 hours/day + 1/2 Hour Unpaid Lunch

Wage Information: Starting at $21.31 (Step 1)

Available For Application: August 20th, 2026 to August 24th, 2026 @ 4:00 pm or open until filled

Anticipated Start Date: September 1st, 2026 to October 16th, 2026

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 provides coordination in the overall operation of the school office to provide support to the principal, students, building staff, parents/guardians, and district staff in matters pertaining to the established procedures for the education of the students within each building.

PRIMARY JOB FUNCTIONS

• Assists 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.
• Provides clerical support, which may include:
  • Correspondence/flyer distribution
  • Data entry
  • Copying
  • Infinite Campus support
  • Filing
  • Composing correspondence and spreadsheets using Word, Excel and Outlook
• Maintains confidentiality and data privacy for employees and students.
• Treats 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

• Coordinate substitutes for building by utilizing the substitute calling system and distributing keys, badges, lesson plans and payroll vouchers.
• Provide coverage for essential parts of other clerical positions that need to be maintained over holidays and summer break.
• Facilitate graduation preparation, which includes compose and distribute graduation handbook; prepare graduation list; order diplomas, caps & gowns, honor cards, and medals; send invitations to honor staff; and schedule additional staff help.
• Collect, verify, code, and obtain approval for payroll vouchers and submit to Human Resources/Payroll.
• Coordinate key distribution in the building and maintain accurate records.
• Update pages on school's newsletter
• Update announcements and other information using multiple methods
• Provide support to Principal, which may include setting up appointments, maintaining calendar, and transcribing correspondence to parents, students and staff.
• Communicate and clarify district and building policies and procedures to students, staff and community members.
• Assist students, staff and parents with college application and scholarship information.
• Initiate postings, PAFs (Personnel Action Form), and various Human Resources forms, as directed by Principal.

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.
• Demonstrates involvement in continuous improvement, both personal and district-wide.
• 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.
• Demonstrable proficiency in mail merge and label creation.
• Demonstrable skill and proficiency using any data base (Access preferred).
• Multi-line phone system experience.
• Experience in a school setting.
• Knowledge of special education and due process.
• Experience with Infinite Campus

TESTING

Candidates must pass the qualifying test prior to bidding. Successful candidates must have a qualifying score in each of the following testing areas to be considered for the position: Excel, Word, Basic Office Skills and Following Written Instructions.