Admin. Asst. – Community Ed

2024-2025 fiscal year
Description:
8 hrs/day – 40 hrs/week
230 days per year

Job Summary:
To assist the Community Education department with clerical support and provide outstanding customer service in order to implement and maintain successful programs which serve the needs of the community.

Essential Functions: 

• Perform clerical duties such as acting as office receptionist, typing correspondence, and other items, answering phones and distributing messages, directing calls and visitors to appropriate parties, responding to telephone, voice mail and e-mail communication as needed, filing, copying, processing mail, scheduling appointments, and organizing department information.  
• Processes and reconciles payments, p-cards, charges and bank deposits.  Tracks budget information on Google Sheets.
• Sets up classes and accounts, process registrations which enables staff to generate needed material regarding attendance rosters, invoices, emergency information, tax statements, mailings, etc.  
• Process changes to student schedules and account information in order to keep accurate attendance and billing. Communicates to staff regarding these modifications. Communicates applicable changes to clients.  
• Monitors and evaluates accounts in an effort to keep all balances current and to communicate with parents when necessary. Customize collection correspondence with families of delinquent accounts and if necessary, submit delinquent accounts for collection.
• Reviews and processes necessary paperwork for payment on supplies, equipment and advertising.  
• Submits accurate billing invoices to county and UCare for reimbursement to student accounts.  
• Develops instruction materials to assist parents in registrations, account functionality and payment processing.  
• Assists with the creation and distribution of marketing and event materials to promote programs. Maintains group email lists and sends group messages, edit and proof marketing and event materials, monitors and updates department web pages.  
• Reserves facility spaces and ensures availability of facilities for various programs using district scheduling software.  
• Communicates daily with director, coordinator and site supervisors regarding program needs.  
• Maintains department records through an accurate filing and data management system for department and state reporting.
• Attends Community Education events to help promote and participate in the event. 

See full job description for duties on the attachment. 

Qualifications:See attached job description for additional knowlege, skills and abilities required for this position 

• Minimum of High School Diploma or equivalent. 
• Two years previous clerical experience in office setting preferred.
• Fluent in English, conversational in a second language preferred.
• An understanding of Community Education programs strongly preferred.  
• Ability to multi-task and perform clerical duties such as filing, typing, copying, maintaining routine records, and answering the phone.
• Knowledge of modern office practices, procedures and equipment and computer software programs.
• Ability to apply correct English usage, grammar, spelling, punctuation and vocabulary. Ability to add, subtract, multiply, divide, use fractions, ratios and percentages.  

Application Deadline:
Open until filled.