Job Title: Community Education Office Assistant III
Department: Community Education
Reports to: Director of Community Education
Incumbent is responsible for providing clerical and office support to the Community Education department staff.
Essential Duties and Responsibilities
The Community Education Office Assistant, under the supervision of the Director of Community Education, is responsible for providing support to Community Education programs. This support includes, but is not limited to:
Preparing, balancing, coding and recording a variety of reports, vouchers, deposits, invoices, purchase orders, documents and monies for a variety of Community Education programs.
Assisting in developing, reviewing and editing Community Education and related marketing materials and distributing catalogs, as required.
Originating and following through on purchase orders for department staff; identifying vendors and obtaining best prices, reviewing delays and problems with orders.
Maintaining a variety of standard and complex databases regarding programs, registration, schedules, facility use, equipment and related information and producing standard and special reports regarding department operations, as needed.
Assisting with updating and maintaining District and Community Education websites.
Serving as department contact regarding program reports, questions and facility usage.
Generating and compiling reports from the financial system to assist coordinators with monitoring budgets.
Responding to questions and concerns regarding community use of facilities, program scheduling, facility conflicts and availability.
Performing basic office duties, such as copying, filing, typing standard documents, preparing, sorting, distributing mail and entering data.
Provide excellent internal and external customer service by assisting and communicating with Community Education coordinators, district staff, community members, students and/or parents with program registration, scheduling, cancellations, rescheduling and questions for all Community Education programs; with a primary emphasis on athletics and youth and adult programs.
Prepare, organize and distribute program equipment, catalog and supplies as directed.
Supervising and monitoring the Community Education main entrance when the Administrative Assistant to the Director of Community Education is not available.
Monitoring the main Community Education phone line when the Administrative Assistant to the Director of Community Education is not available.
Other duties as assigned.
Education, Skills and Experience
High School Diploma or equivalent (GED) and two years of clerical experience; or an equivalent of education and experience sufficient to successfully perform the essential duties of the job, such as those listed above. Strong organizational and people skills – especially in the area of customer service; clear, professional communication skills; experience with registration systems, financial systems, Google Suite including Drive, Sheets and Docs preferred.
Benefits and Pay:
Starting hourly rate is $17.06 with opportunity for step increases per the Forest Lake Association of Professional Office Personnel agreement with sick time and benefits.
Schedule for 2021-2022
This work position is 8 hours per day, 5 days per week for 52 weeks (260 days).