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:: Office Assistant - Health Services ::

Health Services

Position Code:
30013914 - Office Assistant - Health Services

Work Hours:
28 hrs/wk, 45 wks

Application Deadline:

Position Description:



Under general supervision, handles a high volume of work accurately and efficiently while multi-tasking various duties with numerous interruptions. Communicates with families of many cultures, healthcare providers, health office staff and other District personnel. Performs basic clerical and office support and office duties; updates files, records and computer database.


Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:

  • · Staff the HotShot Line. Must have knowledge of MN School Immunization law and the MDH recommended Childhood and Adolescent Immunization Schedules including familiarity of vaccine trade names and combinations.
  • · Answer and interpret frequent daily immunization related questions from community clinic staff including physicians and nurse practitioners, school staff, families and community agencies regarding status of immunization records.
  • · Daily retrieval of individual student immunization records to disseminate to clinics, schools and families upon request.
  • · Support and facilitate ongoing nursing services data collection/documentation/tracking including special education time studies, annual health information, asthma tallies, staff development, license compliance, state reports, etc.
  • · Data entry of large volumes of student health information while maintain accuracy and student privacy to meet legal standards.
  • · Provides assistance to health office staff in running Health Reports upon request.
  • · Maintain asthma action plan (AAp) database and process AAP’s received centrally; coordinate and facilitate return of staff asthma activities surveys.
  • · Support Active with Asthma curriculum; support asthma program manager, program evaluator and chronic disease resource nurse as needed.
  • · Maintain community provider database.
  • · Performs basic clerical and administrative support duties for assigned work group within scope of authority and training, and in compliance with MPS policies and quality standards; duties may vary according to job assignment.
  • · Updates and maintains a variety of electronic and paper files, records, reports and documents.
  • · Receives documents, technical records and applications; checks documents for validity and accuracy of information; files paperwork, and enters data into MPS computer systems; reports discrepancies to supervisor.
  • · Provides a variety of clerical and office assistance duties; makes and distributes copies; schedules meetings; processes mail, correspondence, invoices and other documents.
  • · Updates statistical information, reports and technical documents.
  • · Accesses MPS files, and locates information for clients, staff, local agencies and others as authorized.
  • · Prepares correspondence; compiles and distributes information packets and other communications.
  • · Provides customer service, information and assistance to visitors and others having business with MPS; responds to requests for information within the scope of authority.
  • · Performs basic bookkeeping functions; collects special fees and payments; maintains accounts for budget, payroll, timekeeping, purchasing, transportation, enrollment, attendance, registration, records requests, and special program functions.
  • · Answers incoming telephone calls and directs the caller to the correct person or work group, or takes and relays messages as appropriate.
  • · Orders, receives and distributes supplies and equipment.
  • · Cross-trains in a wide variety of clerical and office support duties.
  • · Demonstrates courteous and cooperative behavior when interacting with students, clients, visitors, and MPS staff; acts in a manner that promotes a harmonious and effective workplace environment.
  • · Enthusiastically promotes the Superintendent’s goals and priorities in compliance with all policies and procedures.
  • · Maintains absolute confidentiality of work-related issues, records and MPS information.
  • · Other duties or tasks may be assigned on an as-needed basis.
  • · At times may be required to work outside normal business hours and work extended hours to accomplish requirements of the position.

Education, Training, and Experience Guidelines

  • · High School Diploma or GED equivalent; AND one year of clerical and computer experience; OR an equivalent combination, training, and experience as determined by Human Resources.
  • · Must be proficient in use of:

a) Discovery.Net/E-Health/EPHR

b) MIIC (Minnesota Immunization Information Connection)

c) E-Compass

d) License compliance databases though MDH and MDE

Knowledge of:

  • · Basic office practices and procedures.
  • · Customer service principles, protocols and methods.
  • · Applicable policies, procedures and regulations covering specific areas of assignment.
  • · Basic principles of record keeping and records management.
  • · Business and personal computers, including spreadsheet, word processing, and database software applications.

 Skills in:

  • · Operating standard office equipment, and business computers with standard software applications.
  • · Entering information into a computer system with speed and accuracy.
  • · Making mathematic calculations with speed and accuracy.
  • · Providing effective customer service, and dealing tactfully and courteously with the public.
  • · Following verbal and written instructions.
  • · Establishing and maintaining effective working relationships with co-workers.


  • · Spanish speaking


  • · A valid Minnesota State Driver’s License may be required.


  • · AFSCME/Grade A4 $16.05/hr - $19.57/hr


Work is performed in a standard classroom environment which requires occasionally lifting such articles as file boxes or heavier material with help from others and/or lifting and carrying light objects frequently. A job in this category may require walking or standing to a significant degree or may involve sitting most of the time with long periods of computer work and heavy phone usage.

Diversity is one of Minneapolis Public Schools core values and is essential to our goal of putting children first and making them college-ready. Diversity of our workforce provides us with a competitive advantage and allows us to better understand, communicate with and educate our diverse student body. Minneapolis Public Schools will not deny anyone the opportunity for training or employment because of sex, race, religion, color, creed, national origin, marital status, age, sexual preference, disability or status with regard to public assistance.

Minneapolis Public Schools strongly encourages diverse candidates to apply.

All applicants, including MPS employees, must complete an on-line application at (click on Careers). In addition, upload an electronic copy of both your cover letter and resume to your application at the time that you apply. Make sure that you apply for the specific position in which you are interested.


Only complete applications, which include all of the following items, will be considered:

  • · Cover Letter
  • · Resume
  • · On-Line Application

Final candidates may be invited to interview with a committee. Final appointment to this position will be contingent upon passing a criminal background check.