Student Support Services Administrative Specialist

Prior Lake-Savage Area Schools; Farmington (MN); On-site; USD 50,000 - 60,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Life Insurance

Employee Assistance Program

Flexible spending account

Job summary

Prior Lake-Savage Area Schools is seeking an Administrative Assistant to Student Support Services to provide districtwide administrative, operational, and technical support within the department, coordinating student records, information systems, reporting, transportation, purchasing, and processes in collaboration with staff and district departments.

The position reports to the Director of Student Support Services, with 8 hours per day and a 260-day year, offering a competitive hourly pay range

Qualifications

• Bachelor's degree in a related field preferred; high school diploma or GED required.
• Experience with confidentiality within a large, complex organization.
• Experience with student information systems, purchasing, or special education program operations preferred.
• Proficiency with software data management, databases, and word processing.
• Strong written and verbal communication, interpersonal and customer service skills.
• Excellent organization, attention to detail, independent follow-through, and ability to prioritize deadlines.

Responsibilities

• Provide administrative support to the Director and Assistant Directors of Student Support Services and Special Education Program Specialist; coordinate meetings, interviews, correspondence, and professional development logistics.
• Provide operational assistance to building special education administrative assistants, special education teachers, psychologists, and related service providers; coordinate periodic clerical meetings and summer coverage as needed.
• Respond to inquiries from families, students, staff, vendors, and transportation partners and coordinate requests for confidential student records, including authorized requests from receiving districts, agencies, and legal representatives.
• Process referrals and documentation for Setting IV placements and support transitions between programs and districts.
• Administer districtwide SpEd Forms accounts, student records, case manager assignments, school calendars, service-hour accuracy, and staff communication regarding system updates.
• Process special education student enrollments, out-of-district enrollments, Extended School Year enrollments, and student data updates in Infinite Campus; coordinate with Enrollment to support accurate MARSS and other state reporting.
• Maintain service-hour data, child-count tracking records, and student information needed for state reporting, reimbursement, and audits.
• Coordinate student records and documentation for homebound enrollment processes with principals, counselors, social workers, and the Enrollment Department.
• Compile data and statistical reports for Minnesota Department of Education reporting and fiscal or program audits.
• Coordinate special education transportation requests, update student transportation data, and maintain records supporting reporting and reimbursement.
• Coordinate purchases of special education curriculum, assessment materials, student-specific IEP materials, equipment, supplies, and software licenses in collaboration with the Special Education Program Specialist and Teaching and Learning.
• Arrange staff registrations and related logistics for professional learning; collaborate on ACT, MCA, and MTAS data reports.
• Track special education departmental budgets and account codes; prepare purchase orders, process invoices, mileage, licensing reimbursements, and staff timecards, and coordinate budget transfers with the Business Department as authorized.
• Coordinate with Special Education Finance Administrative Assistant to prepare budget and annual fiscal audit support documents; compile personnel activity reports (PARs) and semi-annual certifications for federally and state-funded staff and review licensed substitute teacher data for reimbursement.
• Assist with securing ASL interpreter and cued language transliterator substitutes; arrange interview schedules and meeting rooms; participate in departmental and OSHA safety meetings as assigned.
• Perform other duties and responsibilities as assigned.

Skills

Interpersonal skills

Communication

Organization

Data entry

Confidentiality

Education

Bachelor's degree preferred

High school diploma or GED required

Tools

Microsoft Office

Student Information Systems

Recordkeeping software

Job description

Prior Lake-Savage Area Schools is seeking an Administrative Assistant to Student Support Services to provide districtwide administrative, operational, and technical support within the department, coordinating student records, information systems, reporting, transportation, purchasing, and processes in collaboration with staff and district departments.

The position reports to the Director of Student Support Services, with 8 hours per day and a 260-day year, offering a competitive hourly pay range