Office Coordinator - Secondary Long Term Sub

South Washington County Schools; Minnesota; On-site; USD 2,893,000 - 3,444,000; Full time

Job summary

South Washington County Schools seeks an Office Coordinator – Secondary Long Term Sub at Oltman Middle School. The role supports the principal, staff, students and families in daily office operations, data entry, and communications, ensuring smooth school functioning.

The position requires strong customer service, organizational skills, and familiarity with school systems such as Infinite Campus and Microsoft Office. The team emphasizes diversity and a positive, professional environment.

Qualifications

• High school diploma or equivalent.
• Skills assessment per district process.
• Participates in district-sponsored training when offered.
• Demonstrates continuous improvement.
• Excellent customer service, in person and over the phone.
• Proven organizational skills with attention to detail and ability to multi-task.
• Strong written and verbal communication skills.
• General clerical skills: Excel, Word, Infinite Campus, Outlook.
• Basic accounting skills.
• Prompt, regular attendance.
• Positive, welcoming communication across diverse groups.
• Mail merge and label creation proficiency.
• Experience with data bases (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, professional assistance in person and by phone.
• Provide clerical support: correspondence, data entry, copying, grading/infinite campus support.
• Maintain confidentiality and data privacy for staff and students.
• Demonstrate equity and respect for diverse student and staff backgrounds.
• Perform other duties as assigned.
• Coordinate substitutes and payroll-related tasks within building.
• Support graduation prep and dissemination of graduation materials.
• Handle payroll voucher processing and HR forms as directed.
• Maintain building keys, access records, and communications.
• Support principal with calendar management and correspondence.
• Communicate district and building policies to staff and community.
• Assist with college applications and scholarship information.
• Assist with postings, HR forms, and related tasks.

Skills

Customer service

Organizational skills

Written & verbal communication

Multi-line phone system

Diversity awareness

Attention to detail

Attendance reliability

Education

High school diploma or equivalent

Tools

Excel

Word

Infinite Campus

Outlook

Job description

Frontline Applicant Tracking - South Washington County Schools

Office Coordinator - Secondary Long Term Sub JobID: 19299

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

Position 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):

• 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.

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