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Date Closing: 11/11/2025

Position Title: Education Services and Technology Administrative Assistant
Department: Educational Services and Technology
FLSA Status: Non-Exempt
Wage Range: $24.50 - 27.91/hr.
Reports to: Executive Director of Educational Services

General Summary of Purpose of Job:
Under the supervision of the Executive Director of Educational Services, this position provides administrative and technical support for the district’s curriculum, assessment, and staff development programs. The role coordinates student testing and data processes, maintains educational databases, assists with communications such as newsletters and website updates, and supports professional development activities. The position also performs general office and clerical duties, including visitor reception, recordkeeping, and budget processing, to ensure the efficient operation of the Educational Services, Learning, and Technology departments.

Job Duties:

1. Provide front office support by ensuring coverage of the District Office main entrance in the absence of the receptionist; greet and sign in visitors, follow visitor procedures, and notify appropriate staff of appointments.
2. Coordinate and manage local and statewide testing programs, including assessment procedures, test security, scheduling, staff training, accommodations, and compliance monitoring.
3. Support curriculum, technology, and staff development initiatives, including data analysis, website updates, communications, and mandated state reporting.
4. Provide clerical and administrative support to district committees, such as curriculum, calendar, and technology, including scheduling meetings, preparing agendas, maintaining rosters, tracking attendance, and taking minutes.
5. Enter, update, and maintain data in educational systems, including student information, learning management, data warehouse, and professional development management applications.
6. Ensure staff observation and evaluation compliance by maintaining accurate staff information, creating annual observation schedules, and supporting TDE (Teacher Development and Evaluation) processes.
7. Assist with ATPPS/TDE programs by maintaining online collaboration tools for Professional Learning Communities and processing compensation for probationary staff participants.
8. Serve as liaison between HR and Technology departments to coordinate staff onboarding, terminations, and assignment changes, ensuring technology access and communication updates.
9. Coordinate professional development activities by securing contracts, promoting offerings, managing registration and evaluations, and organizing logistics for workshops, trainings, and district events.
10. Arrange and process travel and reimbursements for staff participating in professional development or district-sponsored events, including transportation and lodging accommodations.
11. Design, maintain, and update district forms and e-forms to improve workflow and ensure efficient departmental processes.
12. Maintain student achievement and assessment databases to support instructional decision-making and data-driven improvement efforts.
13. Process purchasing and budget activities for the Educational Services, Learning, and Technology departments, including purchase orders, invoices, and financial tracking for multiple funding sources.
14. Coordinate curriculum and technology orders by obtaining quotes, managing vendor communications, tracking shipments, and maintaining inventory control in compliance with budget and state requirements.
15. Perform other duties as assigned or needed to support district operations and ensure the effective functioning of the Educational Services, Learning, and Technology departments.

EDUCATION/EXPERIENCE REQUIREMENTS:

• High school diploma or GED.
• Requires a minimum of three (3) years of experience in Minnesota Statewide Testing coordination, educational data management, or equivalent administrative support position

PREFERRED EDUCATION/EXPERIENCE REQUIREMENTS:

• Business school degree or certificate preferred.
• Experience in a K–12 educational or public sector environment.

LICENSE/CERTIFICATION: (Identify licenses/certification required upon hiring):

• Valid driver’s license

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES REQUIRED TO PERFORM THE WORK:
Knowledge

• Administrative and clerical procedures, including office management, recordkeeping, and workflow coordination in an educational setting.
• Statewide and local student assessment programs, testing protocols, and compliance requirements.
• Curriculum and staff development processes, including data collection, reporting, and instructional support systems.
• Budgeting and purchasing practices, including processing invoices, tracking expenditures, and maintaining accurate financial records.
• Data privacy laws, confidentiality standards, and ethical practices applicable to school district operations.
• Microsoft Office and Google Workspace applications, with advanced proficiency in spreadsheets, document design, and data organization

Skills

• Managing multiple priorities and deadlines while maintaining attention to detail and accuracy.
• Collecting, entering, and analyzing data across various educational software platforms.
• Preparing professional correspondence, reports, presentations, and communications with clarity and precision.
• Planning and coordinating meetings, workshops, and professional development events.
• Building and maintaining positive, service-oriented relationships with staff, administrators, and the public.
• Utilizing technology effectively to improve communication, data management, and departmental efficiency.
• Problem-solving and troubleshooting issues proactively to ensure timely resolution.
• Maintaining composure, flexibility, and professionalism in a fast-paced or changing work environment.

Abilities

• Perform complex administrative and clerical work with a high level of accuracy, confidentiality, and professionalism.
• Learn and adapt quickly to new technologies, systems, and district procedures.
• Work independently, demonstrate sound judgment, and take initiative in resolving issues or completing projects.
• Communicate effectively both orally and in writing with diverse audiences.
• Collaborate and maintain effective working relationships across departments and stakeholder groups.
• Exhibit reliability, professionalism, and a strong commitment to the district’s mission and values.
• Prioritize competing demands and manage time effectively in support of department and district goals.
• Exhibit reliability, professionalism, and a strong commitment to the district’s mission, vision, and values.

Physical Requirements:

• Work is performed under normal office conditions and there are minimal environmental risks or disagreeable conditions associated with the work.  The typical noise level is considered to be moderate
• Work can be generally characterized as: Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

Benefits at South St. Paul Public Schools:

• HealthPartners coverage for medical and dental 
• 403(b) retirement with district match
• PERA Retirement Association benefits
• Flexible spending account
• Paid time off and leave benefits
• Complete benefits details available through Human Resources. Benefits vary by position and contract.

South St. Paul Public Schools uses the applicant tracking system from Frontline Education to manage employment applications online


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