Teaching and Learning Administrative Assistant

Non-Licensed Position

The purpose of this position is to provide comprehensive administrative, operational, and clerical support to the Teaching and Learning Department, including the Executive Director of Teaching & Learning, Director of Teaching & Learning, PreK-12 and other department leaders. The position supports all aspects of departmental operations related to curriculum, instruction, assessment, professional learning, PreK
12 resources, and training. The Administrative Assistant helps ensure the efficient and effective functioning of the department by coordinating processes, maintaining accurate records, managing departmental budgets and financial transactions, and facilitating the timely flow of information and materials to staff, students, families, and community stakeholders.

Essential duties and responsibilities include, but are not limited to, the following duties:

• Provide comprehensive administrative support to the Executive Director of Teaching and Learning, Director of Teaching and Learning, PreK
  12, and other department staff.
• Manage and maintain departmental and leadership calendars, including scheduling meetings, coordinating events, arranging travel, and making ongoing adjustments to support department priorities.
• Exercise sound judgment, maintain confidentiality, and ensure the accuracy, professionalism, and timely completion of all department communications and records.
• Prepare, process, distribute, and maintain correspondence, reports, agendas, presentations, meeting minutes, and other departmental documents.
• Serve as the primary communication liaison between the Teaching and Learning Department, schools, district departments, families, community members, vendors, and external organizations.
• Provide exceptional customer service by greeting visitors, responding to inquiries, answering phone calls and emails, and directing requests to appropriate personnel.
• Coordinate and support curriculum review processes, K12 curriculum meetings, advisory councils, interviews, and other departmental events, including scheduling, logistics, technology setup, materials preparation, participant communication, note-taking, and document management.
• Coordinate district professional learning activities, including registration, facilities, logistics, materials, substitute coverage, participant support, and event setup and closure.
• Process substitute requests, staff compensation documentation, curriculum writing timesheets, and other payroll-related records associated with department-sponsored activities.
• Manage departmental budgets and financial processes in collaboration with the Business Office, including monitoring expenditures, preparing requisitions and purchase orders, processing P-Card transactions, reconciling accounts, coordinating payments, and maintaining accurate financial records.
• Coordinate instructional resource management, including curriculum materials, textbooks, digital resources, subscriptions, inventory monitoring, ordering, distribution, collection, and recycling.
• Serve as the primary liaison with instructional resource vendors, publishers, and service providers, coordinating orders, subscriptions, contracts, and related communications.
• Maintain and update department information, resources, forms, and communications on district websites, intranet platforms, and other electronic systems.
• Coordinate memberships, subscriptions, professional organization renewals, and related department records.
• Collaborate with department team members and provide administrative support during periods of high workload, special projects, or staff absences.
• Performs other job-related duties as assigned to support the efficient operation of the Teaching & Learning department.
• Provide break and lunch coverage for other district receptionists as needed. Duties include greeting the public and ensuring inquiries are directed to the appropriate district personnel.

Required qualifications (specific training or job experience required before appointment):

• Associate's or Technical degree preferred
• Minimum of three years of administrative or billing experience
• Proficiency in SpEd Forms, MN-ITS, and Student Information Systems (e.g., Infinite Campus)
• Advanced skills in Microsoft Office Suite or Google Suite, specifically Excel/Spreadsheets
• Strong knowledge of special education regulations and DHS IEP Manual requirements
• Ability to perform arithmetic computations (rates, ratios, and percentages)
• Ability to maintain strict confidentiality and follow data privacy rules (FERPA/HIPAA)
• Excellent verbal and written communication and collaboration skills
• Strong organizational skills and the ability to meet strict deadlines

Pay Range/Classification:
Position classified LEAF B-2-3 $ 24.09 - $28.37 per hour depending on experience (rates subject to change with the completion of the  LEAF contract) 10 month position-162 days Monday-Thursday - 6.25 hours/day includes a 30 minute unpaid lunch