Position Type:
Community Education
Date Posted:
1/6/2026
Location:
District Office
Closing Date:
01/27/2026
Summary: As an administrative assistant, this position plays a crucial role in the support of the daily operations of the Community Education Department and district front office, and ensures the smooth functioning of administrative processes at the district level. The position supports the Director in a variety of administrative tasks to ensure both staff and community members have the resources and support needed.
QUALIFICATIONS:
Qualified candidates must have at least one year of experience working in an administrative support position or experience in a customer service role. Minimum of a high school diploma and 1+ years relevant work experience. Must work well with autonomy and use sound judgment in decision-making. Qualified candidates must exhibit excellent communication skills, both verbal and written, to work positively with staff and community members.
JOB DUTIES:
Administrative Assistance:
- Greet & provide customer service for visitors, sends inquiries to appropriate staff members, take phone calls and answer general questions
- Maintain schedule of events for the district office and community education
- Register community members in Eleyo system for classes, events and MAC registrations
- Create invoices for facility use for outside entities, as well as assist the Facilities Coordinator with scheduling of facilities.
- Assist in the management of the Facility Use Guide and update the community education website as needed
- Responsible for the enrollment of community education classes online and assists the coordinators with entering classes
- Process refunds, transfers, and cancellations with community members, and manages all late payments and overdue balances
- Reserve space and facilities for community events and classes
- Monitor class waitlists and adds registrations when opportunities are available
- Manage all private music lesson enrollments, monitor waitlists, and prepare billing statements
- Distribute and sort Community Education and District Office mail
Budgeting and Finance:
- Prepare monthly invoices for the MAC program and processes late fees and credits
- Manage MAC County Assistance billing monthly
- Develop the monthly final budget numbers and builds fiscal year budgets for each coordinator and corresponding programs
- Code and deposit all incoming revenue for the community education department including checks, federal and state funding and community donations
- Under the direction of the Director of Community Education, keep track of and monitor scholarships for all Community Education programs and classes
Administrative Support
- Assist the Director of Community Education on coordination of Community Education Advisory Council and staff meetings.
- Keeps track of monthly data for all community education programs to complete the annual report
- Provide general support for coordinators and other community education staff as needed
Location: Mahtomedi District Office
Hours: Full time position, Monday – Friday, 261 days
Hourly rate: $25.51 (refer to clerical contract)
This position offers medical, dental, life insurance, vision discount plan, 403b retirement savings plan and district match, generous time off including 13 holidays
Mahtomedi Public Schools will not discriminate against individuals based on race, color, creed, religion, national origin, sex, marital status, parental status, status with regard to public assistance, disability, age or sexual orientation.