District Office Administrative Assistant

Position Type:
District Business Office/Business Office Secretary

Date Posted:
5/12/2025

Location:
District Office

Date Available:
07/01/2025

Closing Date:
05/16/2025 DETROIT LAKES PUBLIC SCHOOLS

District Office Administrative Assistant

I. JOB SUMMARY

The Administrative Assistant provides high-level confidential administrative support to the Superintendent of Schools, the Board of Education, and District Office Operations. Serves as customer service point of contact at the District Office, coordinates election process, Kindergarten registration, census, and School Board agendas.

II. POSITION RESPONSIBILITIES

1. District Administration Support
   1. Prepares and composes various written communications with accuracy
   2. Maintains Superintendent's schedule/calendar
   3. District Office call and mail management
   4. Processes District invoices, registrations, and other business transactions
   5. Coordination of District events
   6. Communicates with MDE, MSBA and MASA for updating and maintaining current information by and for the District
   7. Maintains MDE online submission authorization
   8. Assists the Director of Curriculum, Instruction, & Technology as needed

1. Support district assessments through technology-driven administrative tasks
2. Assist with organization of curriculum materials

1. Administrative Support to Board of Education
   1. Prepare and disseminate School Board Agendas including online maintenance
   2. Attend School Board Meetings and record official minutes of actions taken
   3. Publish and send the minutes to various stakeholders
   4. Complete follow-up correspondence resulting from board actions
   5. Serve as Election Coordinator
      1. Assists with oversight of election process
      2. Prepares all required notices, postings, publishing, mailings, and board actions concerning election
      3. Prepares official ballots
      4. Performs election follow-up including correspondence, resolutions, and ballot retention, retains election materials as per statute
2. Employment Records
   1. Prepare all contracts and notices of assignment for certified/non-certified staff
   2. Maintain teacher seniority list
   3. Maintain lane change information
   4. Prepare notices of termination/non-renewal and related documents
   5. Organize teacher evaluations, ensuring they are completed and signed
3. Coordinate Enrollment and Registration
   1. Coordinate kindergarten registration, advertise round-up
   2. Advise principals/secretaries of info relating to registering children, dates/times of roundup, provide lists of potential incoming kindergarteners
   3. Assist parents with questions
   4. Submit annual reports to Minnesota Department of Education (MDE)
   5. Manage and input census data
   6. Support the coordination of non-public enrollment
   7. Support the coordination of EdFi data (MARSS)
   8. Process student transfer and transcript requests - including but not limited to:
      1. Maintain data of incoming student transfer requests
      2. Contact building principals for input as requests come in throughout the year. Submit to the Superintendent for approval/disapproval. Send final written decisions to families.
4. Other Duties
   1. Maintain updated district-wide policies
   2. Create, revise and submit district academic and activity calendars
   3. Serve as district notary public
   4. Maintain staff list in Skyward (Skylert)
   5. Other duties or responsibilities as assigned

III. CRITICAL SKILLS/EXPERTISE

Physical Involvement:

• Position involves occasional stairs.
• Position involves frequent fingering keys for word processing.
• Position involves occasional lifting up to 20 pounds
• Position requires regular periods of sitting at the computer.

IV. Minimum Qualifications

Education Requirements: Minimum 2-years post-secondary certification in related field preferred

Experience: Minimum 3-5 years of high level, advanced administrative support

Other Qualifications: High level of detail orient and organizational skills, excellent oral, written and interpersonal communication skills, demonstrated ability to use technology tools including Microsoft Word and Excel, email, Google calendar features, and internet. Demonstrated ability to manage multiple priorities and tasks. Experience providing a high level of courteous customer service while maintaining confidentiality. Demonstrated track record of punctuality and dependability.