Position Type:
NL-S Classified Support Staff/Secretary
Date Posted:
7/16/2026
Location:
Prairie Meadows Learning Center
Date Available:
ASAP
Closing Date:
Until Filled
Part Time Secretary/Receptionist - Early Childhood, Special Education & Community Education
8:00 am to 12:00 pm, Monday-Friday
Contract is 182 days. Days include:
Student Contact Days (166- includes beginning of the year conferences)
Staff Development Days (6)
Additional 10 days before/end of school year (10)
Position Summary
We are seeking a welcoming, organized, and detail-oriented Secretary/Receptionist to support the daily operations of our Early Childhood, Special Education, and Community Education programs. This position serves as the first point of contact for families while coordinating office operations, maintaining student records, managing calendars, supporting financial processes, and assisting with communications that help our programs run efficiently.
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Essential Functions
1. Front Office & Reception
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Reception: Serve as the primary point of contact for the Early Childhood building; greet and direct students, parents, staff, and visitors.
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Inbound Communications: Answer phone calls, route inquiries to appropriate staff, and distribute daily mail and deliveries.
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Routine Communications: Distribute school-wide notices and updates to parents, staff, and the community via phone, email, and mailings.
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Office Maintenance: Monitor office machines (paper, toner, basic troubleshooting) and maintain a clean, organized reception area.
2. Student Records & Clerical Support
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Data Entry: Enter student enrollment and demographic data into district databases; assist in maintaining up-to-date physical and digital student files.
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Attendance & Rosters: Maintain daily student attendance records and generate class and program rosters as requested.
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Registration Processing: Process enrollment paperwork for incoming students and assist with transferring records for outgoing students.
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Document Assembly: Compile, proofread, and organize beginning-of-the-year packets, registration guides, and handbook updates.
3. Data Management
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Program Billing: Process bi-weekly program invoicing (PALS, Lil' PALS, Cub Kids) and enter daily schedule changes in the ARUX system.
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State/District Reporting: Assist with clerical data entry for Early Childhood District reporting in the PARS system.
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Budget Tracking: Input purchase orders, track teacher budget balances, match invoices, and verify product deliveries.
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Fee Collection: Collect program fees and lunch money, and prepare daily/weekly deposits for administration review.
4. Scheduling & Coordination Support
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Appointment Scheduling: Coordinate and maintain the calendars of the Community Education Director, Special Education Coordinator, and Early Childhood Coordinator by scheduling student, parent, teacher evaluation, IEP, home visit, and other departmental appointments.
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Roster Distribution: Send weekly rosters and schedules to community education instructors and staff.
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Supply Inventory: Perform regular inventory counts of school and office supplies and request replenishment when needed.
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Office Coordination: Assist in coordinating the daily workflow of the Early Childhood, Special Education, and Community Education office by monitoring priorities, routing requests, ensuring information is communicated to the appropriate staff and administrative duties as assigned.
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Confidentiality: Ability to appropriately handle confidential student, personnel, and family information while maintaining compliance with district policies and applicable privacy laws.
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Mandated Reporter: Must fulfill the responsibilities of a mandated reporter in accordance with Minnesota law and district policy. Training will be provided upon hire and as required.
Knowledge, Skills, and Abilities -
Office & Tech Aptitude: General knowledge of standard office equipment and a strong comfort level using (or learning) basic office software and databases.
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Practical Math Skills: Ability to perform routine mathematical calculations (such as addition, subtraction, percentages, and ratios) to assist with program billing, tracking budgets, and processing fee deposits.
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Collaborative Relationships: Ability to establish and maintain positive, professional working relationships with students, parents, co-workers, and school administrators.
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Organizational Skills: Strong attention to detail with the ability to organize physical and digital records, multi-task in a busy office setting, and maintain confidentiality.
Education and Experience
High school diploma or GED and moderate experience, or equivalent combination of education and experience.
Physical Requirements & Working Conditions -
Physical Demands: This is primarily a sedentary office role. It regularly requires sitting, repetitive hand/wrist motions, speaking, and hearing.
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Mobility & Lifting: Frequently requires standing and walking. Occasionally requires lifting, pushing, or pulling up to 10 pounds (such as office supplies or files), and occasionally up to 50 pounds (such as boxes of paper). May occasionally require bending, kneeling, or reaching.
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Sensory Abilities: Requires close vision, the ability to adjust focus, and normal color and depth perception. Must be able to communicate clearly by spoken word and distinguish normal spoken levels and subtle sounds.
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Environmental Conditions: Work is typically performed in a moderate-noise school office environment.
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Health & Safety: Due to working in an Early Childhood setting, there is occasional potential exposure to childhood illnesses and bodily fluids/bloodborne pathogens; training and personal protective equipment (PPE) will be provided as required.
Special Requirements
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Must have a reliable means of transportation to and from work.
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Willingness to Learn: A natural curiosity and comfort level with learning new technology; we work primarily in Google Workspace (Gmail, Docs, Sheets, and Google Calendar) and are fully prepared to train the right candidate who is enthusiastic about learning these tools.
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Database & Software Adaptability: Willingness and ability to learn district/school-specific databases (such as ARUX and Infinite Campus) with on-the-job training and support.
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Communication & Interpersonal Skills: Ability to communicate clearly, warmly, and professionally with young children, parents, staff, and community members.
Rate of Pay:
$20.22/hour Per Union Contract
Benefits include:
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Paid Leave Time
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403(b)
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PERA
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Free School Fitness Center Membership
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and more
See ESP Master Agreement for more details on the NLS Employment page
