Administrative Assistant – Assessment and L

Administrative Assistant Assessment & L.A.I. Support

Provides critical operational, logistical, and financial support for district-wide testing programs and English Learner (EL) services. This role coordinates heavy data tracking and assessment logistics while managing procurement, budget tracking, and fund allocations to ensure program compliance and efficiency.

Coordinate the logistical organization, distribution, secure storage, and scheduling of materials for district and state testing programs, including Minnesota Comprehensive Assessments (MCA) and Fast Bridge.

Maintain accurate student testing rosters, upload data into assessment platforms, troubleshoot system access issues, and distribute standardized reports to administrators following testing windows.

Ensure compliance with testing security protocols and track testing accommodations for English Learner and special education students.

Monitor and maintain department budgets, local funds, and state or federal allocations specifically tied to assessment logistics and English Learner programs.

Process purchase orders, coordinate procurement for testing materials and EL specialized curricula, reconcile credit card purchases, and verify delivery of goods against invoices.

Assist in tracking expenditures and compiling documentation related to state and federal English Learner grants to ensure funding compliance.

Serve as a primary point of contact for English Learner staff regarding ACCESS testing questions, and maintain confidential student files, parent notification letters, and proficiency scores within the student information system.

Coordinate logistical arrangements, space reservations, setup, and food ordering for department meetings, professional development days, and parent advisory councils, including American Indian Parent Advisory Committee meetings.

Support the Indian Education program by processing program purchases, managing student eligibility forms, and coordinating registrations and logistics for student and parent field trips.

Facilitate district requests for document translation and interpreters, maintain internal tracking forms and websites, and audit corresponding vendor invoices for payment.

Manage building codes for phone interpretation services and provide periodic training to building office staff on proper utilization.

Coordinate the annual homeless student documentation process by updating procedure forms, inputting status changes into the student information system, and verifying and routing special transportation requests to the bus company.

Review and process mileage reimbursement reports for district liaisons and generate student demographic reports at designated intervals.

Track and maintain accurate records of enrolled students who are wards of the state or children of migrant workers using department spreadsheets.

Manage the Early Entrance to Kindergarten program process, including online interest forms, assessment scheduling, space reservations, fee collection, material ordering, and mailing results to parents.

Maintain strict confidentiality of all sensitive, private student and financial information in accordance with district policies, state regulations, and federal laws.

Perform other duties and responsibilities as assigned.

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:

Associate's degree in business, finance, or a related field preferred. High school diploma or GED required. Minimum of 2-3 years of successful administrative experience, preferably within a K-12 school district setting.

Required Knowledge:
Understanding of financial and administrative procedures related to department budgets, expenditure tracking, and purchase order processing. Knowledge of software data management databases and online testing platforms, including Pearson Access Next for Minnesota Comprehensive Assessments, Fast Bridge, and CAPTI frameworks. Ability to quickly learn and utilize educational data platforms and Student Information Systems such as Infinite…