Job Description

JOB TITLE: Administrative Assistant - Student Support Services

DEPARTMENT: Student Support Services

REPORTS TO: Assistant Director of Student Support Services or designee

FLSA: Non-Exempt

START DATE: September 21, 2026 or later

HOURS/DAY: 8

RATE OF PAY: $22.32 - $26.89/hour, Category A

Terms of employment per the Prior Lake Administrative Assistants Federation Education MN Local #4887 (PLSFAA) collective bargaining agreement.

We offer a comprehensive benefits package that stands out among school districts:

• Health Insurance: A rich health plan that provides extensive coverage for you and your family, ensuring peace of mind.
• Dental Insurance: Full coverage options for routine and preventive care, keeping your smile bright and healthy.
• Life Insurance: Protect yourself and your loved ones with a robust life insurance plan
• An Employee Assistance Program, free to employees and their family members
• Optional medical and dependent care flexible spending account

To learn more about our benefits and eligibility, visit ourwebpage for new employees.

SUMMARY:

Provides essential operational, administrative, and compliance support for the Special Education Department. This role maintains student records, tracks state-mandated timelines, coordinates specialized student transportation, and manages department purchasing and budget tracking under the direction of the Assistant Director of Special Education.

ESSENTIAL FUNCTIONS

This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.

• Create, organize, and maintain accurate electronic and paper confidential student files in compliance with state regulations and district procedures.
• Track and maintain department timelines for Individualized Education Programs (IEPs) and student evaluations to ensure district compliance with state-mandated regulations.
• Facilitate special education student enrollment changes within district software platforms and communicate specific instructions to building-level administrative assistants.
• Coordinate specialized student transportation arrangements with service providers and district personnel.
• Compile and report special education data for state funding, compliance monitoring, and district operational planning.
• Provide authorized student profiles and information to external agencies and organizations in accordance with privacy laws.
• Serve as a welcoming point of contact, providing clear information and administrative assistance to staff, parents, and students.
• Process purchase orders, order and distribute special education materials, supplies, and equipment, and verify invoice accuracy against deliveries.
• Monitor department budgets, track expenditures, and assist with financial recordkeeping.
• Schedule meetings, arrange logistics, and distribute agendas and minutes for department meetings and parent conferences.
• Assist with building emergency procedures and department safety protocols as directed.
• Maintain strict confidentiality of all private student records and sensitive administrative details.
• Perform other duties and responsibilities as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience:

• Bachelor's degree in a related field preferred. High school diploma or equivalent required.
• Prior administrative support experience preferred, ideally within a K-12 special education setting or public school district.

Required Certificates, Licenses, and Registrations:

Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

• N/A

Required Knowledge:

• Knowledge of standard office management procedures, records maintenance, and general budget tracking protocols.
• Familiarity with special education processes, including IEP timelines and compliance requirements.
• Understanding of data privacy laws (such as FERPA) and the handling of confidential student records in a large organization.
• Knowledge of software data management databases and Student Information Systems.

Required Skills:

• Proficiency with database management systems, word processing software, and standard office technology.
• Strong organizational skills and work ethic, with the ability to manage strict state-mandated timelines and competing demands.
• Excellent written and verbal communication skills when interacting with staff, parents, students, and outside agencies.
• Strong interpersonal skills to maintain a welcoming atmosphere and work effectively across teams.

PHYSICAL/MENTAL REQUIREMENTS:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mobility to work in an office setting, use standard office equipment, and stamina to sit or stand for extended periods while performing data entry and managing files; strength to lift and carry files, supplies, or department materials weighing up to 20 pounds; vision to read printed materials and computer screens; hearing and speech to communicate effectively in person, over the telephone, and in meetings with parents and staff; and mental alertness to track rigid state compliance timelines, maintain strict data privacy, and handle complex records accurately.

WORKING ENVIRONMENT:

Work is completed in a standard school or district office environment with occasional movement to various school buildings within the district to coordinate services or deliver materials.