Adult Enrichment Secretary
Date Available: Immediately
Reports To: Adult & Youth Programs Coordinator
Employee Status: Full-time; 40 hrs/wk; 52 wks/yr
Employment Group/Class: Secretarial/Clerical – Class 3
Salary/Hourly Rate: $15.18 – $23.75 per hour on skills and experience
The Community Education Adult Programs Secretary manages the day-to-day registration and program process for the Community Education Enrichment programs (Adult, as well as Youth programs as needed), assists with overall development of quarterly class catalogs, and provides program and general support for the Adult and Youth Programs Coordinator.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Manage day-to-day registration and program processes for the adult enrichment program. Greet visitors, answer phone calls, handle customer inquiries, and direct them to the appropriate persons according to their needs, as well as utilize opportunities to suggest classes in order to increase awareness of offerings and help increase revenue. Provide information and assistance in a courteous manner and with sensitivity to the diversity of a multicultural and multi-generational community.
Process registrations for enrichment programs (Youth & Adult) that includes data entry, phone registrations, walk-in inquiries, credit card charges, refunds, vouchers, receiving and depositing funds collected, checking deposits for accuracy, and reconciling any discrepancies.
Implement procedures regarding Community Education’s use of a web-based database (Eleyo), including but not limited to:Ensuring the accuracy of transaction reports of cash and check deposits and coding
Assisting customers in problem solving and technical support with online registration issues
Reporting to and problem solving with database tech support to effectively correct any technical issues
Maintaining and updating web content with tag lines, descriptions, pictures, etc.
Making decisions regarding which room/facility meets the needs of a particular class
Utilizing the database to create and monitor payroll for instructors, analyzing several factors when percentages, hourly rates and supplies are involved, verifying amounts, and making corrections when necessary to compensate for discounted enrollments, etc.
Confirm or cancel enrichment classes, within program parameters, by analyzing class revenue and instructor’s salary, and negotiating salaries when appropriate to avoid cancelling classes; Monitor and implement cancelled class policies/procedures when necessary; Issue refunds or credits to customers within program parameters.
Coordinate with Adult Enrichment Program Instructors the need for AV equipment, printed materials, supplies and textbooks needed for classes.
Collect payments from unpaid or unregistered students using tactful customer service techniques.
Issue discounts as appropriate and review requests for scholarships and fee assistance.
Analyze class registration numbers to effectively maintain an inventory of current computer and language class textbooks.
Analyze student computer skills level and recommend placement at appropriate level of computer instruction.
Arrange private computer instruction with computer instructors and potential customers for in-home, place of business, or District computer lab instruction, including scheduling the facility, issuing payroll, invoicing the client, preparing materials, etc.)
Create daily adult programs course schedules and rosters, and prepare packets of class materials, and give instructions to building supervisors in various schools and at the Hopkins Center for the Arts.
Coordinate with adult enrichment instructors to write, proof, and edit content for Community Education Brochure and database. Advise the Marketing department of any changes and verify corrections.
Resolve complaints within scope of responsibilities and refers issues to Coordinator when appropriate.
Process claims for U-Care and MN-Care health insurance discounts.
Demonstrate continuous effort to improve operations, streamline processes and work cooperatively with staff to provide quality services to employees, students and customers of the district.
2. Assist with overall development of quarterly Community Education catalogs and provide general support for the Adult and Youth Programs Coordinator. Provided additional support for other Community Education staff and Coordinators as needed.Assist with contacting teachers to set up classes each session.
Input all class information into database each session including dates, times, locations, descriptions, skip dates, facility and materials costs.
Assist with catalog production tasks including researching potential photos, proofreading, editing and obtaining teacher approvals.
Assist with planning promotion for individual classes – including tasks such as creating and distributing flyers; designing MailChimp e-newsletters; contacting schools, etc.
Monitor and update website information for program area.
Assist in the preparation of mail lists and distribution of catalogs, brochures and flyers.
Process, maintain and produce registration reports.
Maintain accurate, confidential filing systems.
Provide miscellaneous clerical duties for program coordinators and other staff as needed.
Serve as backup to other clerical staff when appropriate, including District receptionist.
Become familiar with Community Education and district programs in order to answer customer questions and direct requests to appropriate location.
Process purchase orders and voucher requests.
Pull financial reports as requested by the Coordinator.
Work cooperatively with other districts and agencies in joint program ventures.
Administer and maintain petty cash account for Community Education.
Conduct research and make recommendations regarding equipment purchases.
Perform all other duties as assigned by Supervisor.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
Proficient in the management and understanding of database systems.
Skilled in computer programs including Microsoft Office and other business applications and related technology.
Experienced in clerical tasks such as word processing, mailings, form design, maintaining an effective organizational system, and other office functions and terminology.
Understanding of principles and processes for providing customer and personal services, including ability to assess customer needs, meet quality standards for services, and evaluate customer satisfaction. Able to demonstrate a customer service orientation toward customers, instructors and colleagues, and follow through to meet their required needs.
Ability to prioritize duties and schedule work tasks, identify appropriate action steps to complete tasks within deadlines, and produce quality, accurate work.
PREFERRED KNOWLEDGE, SKILLS AND ABILITIES
Experience with In Design or equivalent Desktop Publishing and/or Photoshop software.
Able to work effectively with people from different backgrounds and cultures.
Demonstrates consistent work attitude and commitment, assumes responsibility and works independently, motivated to expand job knowledge and improve performance, and willing to take initiative to make things happen.
Ability to work effectively as a team member to creatively problem solve with co-workers, customers, and instructors, and to act independently in decision making within program parameters.
Capable of maintaining a positive attitude and remaining flexible when adjusting to unexpected changes in work demands. Able to maintain focus and complete relevant daily tasks despite a busy, distractible environment.
Effective at communicating clearly – orally, and in writing, and of utilizing information, suggestions, and ideas relevant to job duties and responsibilities.
EDUCATION / CERTIFICATION REQUIREMENTS
High school diploma or GED equivalent
Minimum three (3) years of secretarial experience.
Minimum two-three (2-3) years previous experience in management of databases.
Hopkins Public Schools uses the applicant tracking system from Frontline Education to manage employment applications online.