Job Description

At Hopkins Public Schools, we believe that our strength lies in the diversity of our students, staff, and community. We are a proudly inclusive E-12 district serving approximately 7,200 students across the City of Hopkins and surrounding communities. Our district represents a rich mosaic of cultures, backgrounds, identities, and lived experiences; we value and celebrate that diversity in everything we do. As an academically rigorous and human-centered district, we are committed to fostering a welcoming environment where every student and staff member feels seen, heard, and valued. There is no "typical" Hopkins student, and we embrace this truth as a catalyst for innovation, growth, and equity in learning.

We seek educators and staff who are equity-minded, culturally responsive, and deeply committed to creating inclusive spaces where all learners can thrive.

We welcome candidates who are passionate about dismantling systemic barriers, advancing justice, and preparing students to become bold, collaborative, and compassionate global citizens. When you join Hopkins Public Schools, you are not just joining a district, you are becoming part of a community that honors difference, nurtures potential, and inspires remarkable achievement in every learner, from birth through graduation.

You are welcome at Hopkins You belong at Hopkins

Provides clerical and secretarial support to department or school; performs a variety of clerical duties.

ESSENTIAL FUNCTIONS:

• Maintain Communication:

  • Foster positive communication between the school site, staff, and parents.
  • Schedule and organize various meetings including Child Study, Transition, Staff, and IEP meetings.
  • Schedule interpreters for meetings as needed.
• Documentation and Tracking:
  • Track due process dates and provide updates to the coordinator and team. Monitor the department calendar.
  • Assist the coordinator with spot-checking documents for inaccuracies.
  • Compose and file routine correspondence and reports.
  • Determine dates for progress reports, distribute to staff, and send to parents. Ensure filing is up to date.
  • Enter relevant data into web-based systems and maintain assessment summary databases.

  • Understand and use Minnesota Department of Education reporting systems (MARSS, Child Count).

• Database Management:

  • Update the director's referral database and assist staff with questions related to district databases.
  • Review and update the caseload count grid throughout the year.
  • Manage due process records for students entering or exiting the home school district.
  • Create, update, and organize student files per district protocol.

• Confidentiality and Compliance:

  • Maintain confidential child study folders and filing of protocols.
  • Handle requests for documentation from outside providers or agencies.
  • Perform duties as assigned by the district office.

• Student Transitions:

  • Assist with student transitions to Kindergarten, Junior High, Senior High, or Transition Plus. Coordinate schedules with staff, parents, and other child study secretaries.

• Administrative Support:

  • Prepare purchase and voucher request forms. Order, receive, store, and maintain office and instructional supplies.
  • Attend quarterly child study secretary meetings and take notes.
  • Disseminate extended school year (ESY) information to parents and work with district staff on databases.
  • Mentor new staff on district systems and protocols.

• Documentation Management:

  • Send IEPs and meeting notices to parents. Submit ACT accommodations for students and upload evaluations and IEPs.
  • Box and send active/inactive files to the next school or designated personnel.
  • Create documents for teacher input for IEP meetings and send closing letters.
  • Schedule Fall Orientation and Kindergarten Transition conferences, notifying families and relevant staff.

• Early Childhood Special Education (ECSE):

  • Create child records in SPED forms and manage enrollment and MARRS numbers. Merge duplicate records as needed.
  • Maintain the IEP Snapshot book for Paras and ensure IEP snapshots are uploaded to Infinite Campus.

Evaluation Responsibilities:

• Parent Permission Forms:

  • Create, send, and track parent permission forms for evaluations.
  • Notify the team when evaluations can begin and assign responsibilities.

• Evaluation Reports:

  • Create evaluation reports in SPED forms, adding sources and team input.
  • Communicate with parents about due process meetings and forms.
  • Develop and share weekly agendas for child study meetings.
  • Type secondary level student evaluation and reevaluation plans.
  • Send evaluation plans and relevant forms to parents and teachers.

• Tracking and Coordination:

  • Track evaluation plans and assessment assignments.
  • Enter initial referral totals onto the ADSIS document for administrators.
  • Notify case managers when parent input is needed for reevaluations.
  • Set up video calls, send calendar invites, and monitor attendance at child study meetings.
  • Send evaluation forms to parents and teachers.

Database Management (Infinite Campus & SPED Forms):

• Infinite Campus:

  • Maintain and update student records in Infinite Campus, ensuring accuracy and completeness.
  • Update case managers, disability and setting numbers, and demographic information.
  • Upload IEP snapshots to PLP for teacher access and print copies for Para books.
• SPED Forms:
  • Upload documents for new students and create notes for outside reports.
  • Create reports as requested by staff and manage out-of-district IEPs.
  • Provide staff access to students in SPED forms as requested.

Transportation:

• End of Year & ESY:
  • Complete ESY and Transition Transportation Forms as requested by the coordinator.
  • Facilitate communication between case managers and parents for transportation needs during the school year.

MA (Medical Assistance):

• Eligibility and Billing:
  • Verify eligibility and forward information for third-party billing as requested.
  • Send MA letters home for signatures and forward returned letters to the district office for eligibility verification.

SENOPS (Special Education Non-Public Services):

• Enrollment and Documentation:
  • Receive and disseminate enrollment, TPB, and referral forms from non-public liaisons.
  • Track enrollment to ensure records roll into SPED forms.
  • Create temporary electronic student files for staff review and maintain a running SENOPS agenda.
  • Schedule initial/re-evaluation and parent share meetings.
  • Calculate attendance and membership hours for all IEPs.
  • Enter assessment hours and perform IEP tasks similar to Hopkins SPED.

Qualifications:

• Excellent organizational and multitasking skills.
• Strong communication and interpersonal skills.
• Proficiency in database management and web-based systems.
• Knowledge of Minnesota Department of Education reporting systems.
• Ability to maintain confidentiality and handle sensitive information.
• Familiarity with special education processes and documentation.

Locations covered: Hopkins North and West Middle Schools

FTE: 1.0, 175 Days
Salary $18.79 - $24.81, DOE.

Position specific Benefits information is available HERE
Union Contracts, Position Handbook/Agreements are located HERE