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Job Description
Position Type:
Clerical/Executive Assistant
Date Posted:
6/18/2025
Location:
Administration Office
Closing Date:
06/25/2025
Executive Assistant ~ Special Education
40 hours/week | 52 weeks/year
Monday - Friday | 8:00 am - 4:30 pm
Starting Wage: $22.70/hr + Benefits
Join the Duluth Public Schools team, where we work to inspire every student to achieve their potential and prepare students to lead productive, fulfilling lives.
Summary:
Duluth Public Schools is seeking an individual, under administrative direction, individuals holding the title of Executive Administrative Assistant for Special Services are critical cornerstones pivotal to the efficiency and effectiveness of the entire Special Services Department. These highly strategic, proactive, and exceptionally proficient professionals collectively navigate and orchestrate an extensive, multi-faceted portfolio of responsibilities. Each specialist is assigned specific areas within this comprehensive scope, which collectively encompasses advanced-level administrative and operational leadership, meticulous management of complex financial lifecycles including Third Party Billing, expert administration of critical specialized information and technology systems, such as SPED Forms, and ensuring rigorous adherence to federal and state regulatory compliance. This team is instrumental in driving departmental continuity, coordinating diverse special service programs, and facilitating seamless internal and external communications. Success in these roles requires deep institutional knowledge of school district operations, superior problem-solving acumen, an unwavering commitment to confidentiality, and a proven capacity to lead and manage complex projects and processes for a large and dynamic department serving diverse student needs.
Minimum Qualifications:- High School Graduation or equivalent
- Minimum five (5) years of progressively responsible experience in advanced administrative support, preferably within a special education or healthcare setting, with experience in managing complex processes OR a combination of education and experience totaling (6) years.
- Strong understanding of District policies, regulations, procedures, and processes.
- Thorough understanding of applicable state and federal rules, regulations, policies, and procedures, especially those related to special education (IDEA, Minnesota Department of Education) and Third-Party Billing.
- Expert-level knowledge of specialized educational software/platforms, including student information systems (e.g., Infinite Campus/I/C), Special Education data management systems (e.g., SPED Forms), and billing/reimbursement systems (e.g., MA billing processes).
- Knowledge of District budgeting, payroll processing, bookkeeping, and basic accounting principles.
- Proficiency in modern office methods, practices, and procedures, including advanced to expert-level personal computer operations and various software applications.
- ? Solid grasp of customer service principles and best practices.
- Exceptional proficiency in office software and systems: Advanced skills in Google Suite (Docs, Sheets, Forms, Drive, Calendar, Groups) and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Highly skilled in planning, organizing, and prioritizing work effectively, managing multiple tasks independently, meeting deadlines, and adapting to changing priorities.
- Adept at analyzing and resolving complex problems, researching information, identifying discrepancies, and resolving administrative or procedural issues efficiently, even under pressure, while maintaining accuracy.
- Excellent verbal and written communication skills: Outstanding ability to interact effectively and professionally with diverse stakeholders (parents, staff, external agencies, leadership).
- Demonstrated experience managing high-volume data, complex filing systems, and sensitive confidential information.
- Proven experience in purchasing, budget tracking, and financial reconciliation processes.
- Proficient in utilizing advanced software applications for document creation, data management, and reporting.
- Capable of providing work direction, guidance, and training to others.
- Experience in coordinating projects, logistics, and training events.
Desirable Qualifications:- Minimum two (2) year college degree preferred. Related coursework preferred.
- Experience in coordinating projects, logistics, and training events.
- Experience in school district setting preferred.
- Applicants should possess exceptional attention to details due to this position requiring extensive data entry.
Medical/Prescription Drug Plan with Health Reimbursement Arrangement- Single Coverage - District pays 100% of premium (FREE) + contributes $2,612.50 into HRA annually
- Family Coverage - District pays 75% of premium (25% employee contribution) + contributes $5, 250 into HRA annually
- Single Coverage - District pays 100% of Basic premium (FREE)
- Family Coverage - District pays 25% of Premium
- District provides minimum of $50,000 of life insurance at no cost, employee may purchase supplemental life insurance
- District-provided at no cost to employee
- Employees may elect to contribute on a pre-tax basis to Health Flexible Spending Accounts and Dependent Care Accounts
- The District contributes 7.5% of your total salary in the Public Employees Retirement Association) pension plan.
- Employees may also elect to participate in Tax-Shelter Annuity options.
- Each bargaining unit contract defines time off provisions such as holidays, sick/personal leave, vacation, etc.
If you have any questions, please contact Human Resources at 218-336-8722 or email noncerthr@isd709.org
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ABOUT THE COMPANY
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Duluth Public Schools
Show moreDuluth, or Onigamiising in Ojibwe, is the seat of St. Louis County, the largest city in the northern two-thirds of Minnesota, and the fourth largest city in the state. It is located on the western tip of Lake Superior and its city limits encompass 67 square miles of land and nearly 50 square miles of water. It is part of the Twin Ports metropolitan statistical area which includes all of Wisconsin's Douglas County, and Minnesota's Carlton, Lake, and Saint Louis counties which boasts a population of 291,638, ranked as the 170th largest metropolitan area in the United States.
After years of building economic diversity, Duluth is growing into a robust regional economic, medical, aviation, higher education, outdoor recreation and arts center. Duluth has long been recognized as an innovative region that is supported by a wide variety of services and industries, including the largest, farthest inland freshwater port, the Port of Duluth-Superior.
The city also boasts a vibrant arts culture, home to art museums, theater, and numerous festivals throughout the year. It is the home of two colleges and a university whose local sports teams include nationally ranked and championship teams.
Duluth Public Schools offers an excellent, competitive and comprehensive benefits program, which includes medical, prescription drug, dental, life, and disability coverage. A pension plan, tax-sheltered annuities program, flexible spending accounts (FSA), health care savings plan and employee assistance program round out the district’s robust benefits program.
The district pays a significant portion of the premium for medical hospitalization, dental and prescription coverage for employees and dependents and offers Health Reimbursement Account (HRA) funding.
The district also has generous provisions for vacation, holidays, family and medical leave and other types of paid and unpaid leave. The district recently added Martin Luther King Jr. Day and Juneteenth to our list of paid holidays.
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