Level III Student Support Services Office Assistant at MHS

Position Information

• Position Type:
  Office Assistants/ Guidance Office Assistant (Middle/High School)
• Date Posted: 2/20/2026
• Location:
  
  Minnetonka High School (MHS)
• Date Available:
  
  ASAP
• Closing Date: 02/27/2026

• 8 hours per day, 212 days per year from mid-August to mid-June
• Minimum hourly rate: $24.67
• Medical and dental benefit eligible position

Provides customer service to the counseling department serving approximately 3,600 students. This position supports twelve School Counselors and two Achievement Specialists by ensuring efficient office operations, accurate student records management, and high‑quality service to students, families, staff, and community partners. The role is critical to maintaining compliance with data privacy requirements, supporting student transitions (enrollment, withdrawal, graduation), and keeping the Student Support Services Office professional, welcoming, and highly organized.

• Provide front‑line customer service on the phone and in person for visitors to the counseling office.
• Serve as primary office assistant for guidance counselors.
• Maintain integrity of school and historical records.
• Schedule appointments and maintain counselor calendars, including drop‑in schedules.
• Manage and coordinate new student registration, including scheduling appointments with counselors, assessing whether other department staff (e.g., special education, 504 coordinator) need to be involved, obtaining former school records, assisting with entering new student information and converting grades into credits, and ensuring all information from former schools is received and routed to the appropriate counselor.
• Process student withdrawals; chart withdrawal information and communicate it to appropriate staff members.
• Complete all requests for transfer of records and collect attendance data to comply with state policy regarding withdrawals due to attendance.
• Compile data from Skyward regarding PSEO, part‑time, Compass, shortened day and home‑schooled students; prepare spreadsheet to track attendance hours for each student and provide summarized reports at the end of the school year for the MARRS report to the state.
• Work with counselors on late graduation students; mail diplomas upon graduation completion.
• Facilitate fail letters and grade lists based on the school calendar (quarter/semester).
• Assist with data entry related to coursework from other programs/schools as needed.
• Perform other duties of a similar nature or level.

• Demonstrated successful experience in a high‑level administrative or office assistant role, preferably in a school or student services setting.
• Strong organizational, multitasking, and customer service skills in a fast‑paced environment.
• Proficiency with office technology and student information systems, including databases, spreadsheets, word processing, and reporting tools.
• Ability to handle confidential information with discretion, professionalism, and accuracy.
• Evidence of proficiency with Microsoft Excel, Google Docs, and Skyward Student.
• Demonstrated ability to process documents at 50 wpm.
• Ability to stay on task in an office of constant interruption.
• Daily contact with administration, counselors, teachers, classified personnel, and the public, primarily with students; requires patience, an even temperament, compatibility, understanding, and cooperation.
• Evidence of flexibility.
• Evidence of attention to detail and the ability to meet deadlines.
• Evidence of ability to maintain confidentiality of school‑related information.
• Evidence of ability to prioritize and handle multiple tasks simultaneously.
• Evidence of strong organizational, communication, human relations, and interpersonal skills as applied to interaction with coworkers, supervisors, the general public, and to receive and convey information.