Administrative Assistant - Assessment and L.A.I. Support

Administrative Assistant – Assessment & L.A.I. Support (Job ID: 7192) Date Posted: 6/24/2026 Location: District Services Center Date Available: 07/01/2026 Closing Date: 06/30/2026 JOB TITLE: Administrative Assistant – Assessment & L.A.I. Support DEPARTMENT: Learning, Achievement & Innovation REPORTS TO: Director of Assessment and Improvement and Executive Director of Academic Services FLSA: Non-Exempt We offer a comprehensive benefits package that stands out among school districts: Health Insurance: A rich health plan that provides extensive coverage for you and your family, ensuring peace of mind. Dental Insurance: Full coverage options for routine and preventive care, keeping your smile bright and healthy. Life Insurance: Protect yourself and your loved ones with a robust life insurance plan An Employee Assistance Program, free to employees and their family members Optional medical and dependent care flexible spending account RATE OF PAY: $23.56 - $28.09 per hour, Category C (2025-26 rate) Terms of employment per the Prior Lake Administrative Assistants Federation Education MN Local #4887 (PLSFAA) collective bargaining agreement.

SUMMARY

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.

ESSENTIAL FUNCTIONS

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

QUALIFICATIONS

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 PearsonAccess Next for Minnesota Comprehensive Assessments, FastBridge, and CAPTI frameworks. Ability to quickly learn and utilize educational data platforms and Student Information Systems such as Infinite Campus or Skyward. Knowledge of district policies and procedures, including data privacy laws and requirements for protecting sensitive student and financial records. Required Skills: Proficiency with Microsoft Office Suite with emphasis on Excel and Word alongside Google Workspace. High attention to detail and accuracy when handling secure testing data and managing multi-line budgets. Strong organizational skills with the ability to manage multiple tasks simultaneously and pivot between rigid state testing timelines and day-to-day staff needs. Clear and professional communication with supervisors, coworkers, students, and families when handling sensitive or confidential information. Demonstrate reliability accountability and absolute discretion when managing day-to-day office operations and program logistics.

PHYSICAL/MENTAL REQUIREMENTS

Mobility to work in an office setting, use standard office equipment, and stamina to sit for extended periods while performing data entry, financial tasks, and report generation; strength to lift and carry testing materials, specialized curriculum files, or office supplies weighing up to 20 pounds; vision to read printed materials, computer screens, and complex financial reports; hearing and speech to communicate effectively in person, over the telephone, and in meetings with staff, parents, and external stakeholders; and mental alertness to handle secure data, manage multi-line budgets, and pivot appropriately between rigid state testing timelines and day-to-day program needs.

WORKING ENVIRONMENT

Work is completed in an office environment with occasional movement to various school buildings within the district to coordinate testing logistics or distribute program materials. #J-18808-Ljbffr Prior Lake - Savage Area Schools