The Community Education Administrative Assistant provides comprehensive administrative and clerical support to the Community Education department, ensuring efficient operation of programs, services, and facilities. This role serves as a primary point of contact for community members, staff, and instructors, facilitating communication and providing excellent customer service.
KEY RESPONSIBILITIES:
Administrative Support:
* Greet visitors, answer phones, and respond to email/in-person inquiries
* Manage registrations, attendance, payments, and records using registration software
* Process purchase orders, invoices, and staff payroll
* Assist with creating flyers, newsletters, and communication materials
* Maintain calendars, room reservations, and scheduling
* Support coordination of classes, events, and youth activities
* Communicate with instructors and families regarding program logistics
* Prepare materials and assist with occasional event/classroom setup
* Provide backup supervision for programs (e.g., enrichment check-in/dismissal)
* Attend staff meetings and maintain confidentiality of records
Program and Registration Management:
* Process program registrations & cancellations
* Maintain and update community education databases, ensuring data integrity.
* Prepare and manage class lists, attendance records, and participant rosters.
* Assist with the development and distribution of program information and marketing materials.
* Repond to inquiries from community members, students, and parents regarding program offerings, schedules, fees, and policies.
Financial Support:
* Process payments, deposits, and refunds for community education programs.
* Prepare and process purchase orders, invoices, and expense vouchers.
* Assist with basic financial record-keeping, account reconciliation, and report generation (e.g., revenue/expense reports).
* Maintain confidential financial information with discretion.
Communication and Customer Service:
* Provide exceptional customer service to internal and external stakeholders, including community members, students, parents, instructors, and district staff.
* Communicate clearly and professionally, both verbally and in writing.
* Resolve issues and concerns related to program registration, scheduling, and facility use in a timely and courteous manner.
* Collaborate with community education coordinators and other staff to ensure seamless program delivery.
* Maintain confidential employee information.
QUALIFICATIONS:
* Education: High school diploma or equivalent required. Associate's degree in office administration, business, or a related field preferred.
* Experience: Previous experience (1-3 years) in an administrative support role, preferably in an educational or community-based setting.
Skills and Abilities:
* Proficient in Microsoft Office and office software
* Strong organization, time management, and multitasking skills
* Detail-oriented with accurate record-keeping
* Clear verbal and written communication
* Works, customer-focused demeanor
* Works well independently and with a team
* Handle confidential information responsibly
* Basic knowledge of financial processes a plus
* Familarity with community education is helpful
WORKING CONDITIONS:
* Typically works in an office environment.
* May require occasional evening or weekend hours for events.
* May involve light lifting (e.g., boxes of materials).
PHYSICAL REQUIREMENTS:
* Position involves frequent sitting, standing and walking.
* Positon involves listening, speaking clearly, and visual acuity.
* Position occasionally lifts and moves up to 20 pounds.
NOTE:
The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.
Please apply here: Application <https://nam02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.applitrack.com%2Fwatertownmayer%2Fonlineapp%2Fjobpostings%2Fview.asp%3Fcategory%3DSecretarial%252FClerical&data=05%7C02%7Cscsu-edpost%40stcloudstate.edu%7C670da87d7a3948b8402908ddbfdbb225%7C5011c7c60ab446ab9ef4fae74a921a7f%7C0%7C0%7C638877672491561215%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=EkmxcskpbVu55TE8YxKd6gMAzH0yN1RWj%2BQ2rxsq7G4%3D&reserved=0>
--
313 Angel Avenue NW
Watertown, MN 55388
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This institution is an equal opportunity provider.
DISTRICT #111 CONFIDENTIALITY NOTICE - - This email, including attachments, may include confidential information, and may be used only by the person or entity to which it is addressed. If the reader of this email is not the intended recipient or his or her authorized agent, the reader is hereby notified that any dissemination, distribution or copying of this email is prohibited. If you have received this email in error, please notify the sender by replying to this message and delete this e-mail immediately.
The Community Education Administrative Assistant provides comprehensive administrative and clerical support to the Community Education department, ensuring efficient operation of programs, services, and facilities. This role serves as a primary point of contact for community members, staff, and instructors, facilitating communication and providing excellent customer service.
KEY RESPONSIBILITIES:
Administrative Support:
Greet visitors, answer phones, and respond to email/in-person inquiries
- Manage registrations, attendance, payments, and records using registration software
Process purchase orders, invoices, and staff payroll
Assist with creating flyers, newsletters, and communication materials
Maintain calendars, room reservations, and scheduling
Support coordination of classes, events, and youth activities
Communicate with instructors and families regarding program logistics
Prepare materials and assist with occasional event/classroom setup
Provide backup supervision for programs (e.g., enrichment check-in/dismissal)
Attend staff meetings and maintain confidentiality of records
Program and Registration Management:
Process program registrations & cancellations
Maintain and update community education databases, ensuring data integrity.
Prepare and manage class lists, attendance records, and participant rosters.
Assist with the development and distribution of program information and marketing materials.
Repond to inquiries from community members, students, and parents regarding program offerings, schedules, fees, and policies.
Financial Support:
Process payments, deposits, and refunds for community education programs.
Prepare and process purchase orders, invoices, and expense vouchers.
Assist with basic financial record-keeping, account reconciliation, and report generation (e.g., revenue/expense reports).
Maintain confidential financial information with discretion.
Communication and Customer Service:
Provide exceptional customer service to internal and external stakeholders, including community members, students, parents, instructors, and district staff.
Communicate clearly and professionally, both verbally and in writing.
Resolve issues and concerns related to program registration, scheduling, and facility use in a timely and courteous manner.
Collaborate with community education coordinators and other staff to ensure seamless program delivery.
Maintain confidential employee information.
QUALIFICATIONS:
Education: High school diploma or equivalent required. Associate's degree in office administration, business, or a related field preferred.
Experience: Previous experience (1-3 years) in an administrative support role, preferably in an educational or community-based setting.
Skills and Abilities:
Proficient in Microsoft Office and office software
Strong organization, time management, and multitasking skills
Detail-oriented with accurate record-keeping
Clear verbal and written communication
Works, customer-focused demeanor
Works well independently and with a team
Handle confidential information responsibly
Basic knowledge of financial processes a plus
Familarity with community education is helpful
WORKING CONDITIONS:
Typically works in an office environment.
May require occasional evening or weekend hours for events.
May involve light lifting (e.g., boxes of materials).
PHYSICAL REQUIREMENTS:
Position involves frequent sitting, standing and walking.
Positon involves listening, speaking clearly, and visual acuity.
Position occasionally lifts and moves up to 20 pounds.
NOTE:
The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.
Please apply here: Application
-- 313 Angel Avenue NW
Watertown, MN 55388
DISTRICT #111 CONFIDENTIALITY NOTICE - - This email, including attachments, may include confidential information, and may be used only by the person or entity to which it is addressed. If the reader of this email is not the intended recipient or his or her authorized agent, the reader is hereby notified that any dissemination, distribution or copying of this email is prohibited. If you have received this email in error, please notify the sender by replying to this message and delete this e-mail immediately.
