EdPost

Community Education Administrative Assist

12-month position  (paid holidays and leave in accordance with HESA Contract)

Schedule: Monday-Friday, 7:30 AM - 4:00 PM (8 hours + 30-minute unpaid lunch)

Responsible to: Community Education Director

Salary & Benefits: Per terms of the Secretary (HESA) Contract $24.10/hour 

Job Summary:  Under the direction of the Director of Community Education, the Administrative Assistant – Community Education is responsible for providing administrative tasks and customer support services for the School Aged Care (SAC) program, including duties associated with the scheduling, accounting, and reporting requirements of the program, and providing front office customer support and assistance for the Community Education Department. 

Essential duties outlined below are intended as “representative” examples of the level, nature, and decision-making expected of positions assigned to this classification.  The duties below are not intended to be a comprehensive listing of all duties and tasks performed by the employees assigned to this classification.  

Essential Duties and Responsibilities:
• Updates and accepts drop-ins and makes schedule changes received online, by mail, or phone for Kids’ Campus.

a) Provides updated schedules to site leaders and records changes for invoicing.
b) Provides and generates weekly attendance sheets, sign-in, and sign-out for SAC staff.

• Performs accounting and bookkeeping activities for the SAC program.  Performs such tasks as:

a) Invoices participate in the SAC program monthly.
b) Processes weekly payment reports and records payments in the ledger.
c) Invoices drop-in care weekly.
d) Prepares past due reports for the SAC Coordinator. Sends monthly past due reminders for SAC accounts and facility users.
e) Receives weekly custodial/personnel overtime report and charges to facility requests and invoices users for District facilities.
f) Balances deposits weekly for Community Education.
g) Prepares annual deferred revenue reports, SAC reports, etc.

• Assists with SAC online registration setup.  Processes all registrations for the school year at Kids’ Campus and Camp Horizons (summer program).  

a) Creates account information binders for SAC and sites consisting of payment schedules, attendance, health issues, contact information, and other relevant documents.

• Updates and maintains the SAC website, posting weekly calendars, monthly newsletters, parent resources, etc.
• Performs general administrative support functions and/or customer support service responsibilities. Creates various documents for SAC, including activity calendars, parent resources and information, flyers, spreadsheets, posters, attendance reports, rosters, etc.  Backs up other staff in providing customer service support, including answering phones, directing callers, providing general information to callers or walk-ins, following security procedures, issuing badges to all visitors, selling walk passes, and performing basic front office duties.
• Performs other duties of a comparable level or type, as required.

a) Provides backup and support for the Senior Center personnel office and administrative support, as needed.

Minimum Qualifications: Requires a minimum of a High School Diploma and no prior experience required; or an equivalent combination of education/experience necessary to perform the work.

Essential Knowledge and Specialized Subject Knowledge Required To Perform The Essential Functions Of The Job:
• Knowledge of general phone systems and general office equipment.
• Fundamentals and basic understanding of district computer systems and software programs relating to the performance of the job ( i.e., Eleyo, business productivity applications, Raptor system, web page software, etc.).
• Knowledge of school practices, policies, and administrative guidelines about job assignments.
• Knowledge of customer service and phone etiquette.
• Fundamentals and basics of recordkeeping, bookkeeping, and accounting. 

Essential Skills Necessary To Perform The Work:
• Basic math skills needed to add, subtract, multiply, and divide units of measure using whole numbers, fractions, and/or decimals.
• Customer service, business etiquette, and human relations skills in assisting, screening, handling, and dealing with informational requests of district staff, vendors, public, and other district personnel.
• Utilizing district applications and systems in performing the requirements of the job.
• Maintaining cooperative working relationships with district employees.
• Applying community education registration procedures.
• Following district student recordkeeping operations pertaining to job requirements.
• Implementing bookkeeping operations involved in accounts payable and receivable for SAC and facility use.
• Performing duties that require attention to precision, accuracy, and detail.
• Performing word processing, administrative support, and report production required by the department.
• Oral and written communication skills.

Work Environment:
This is an administrative support position performing job duties and assignments in a typical district office environment where there is a minimum of environmental hazards and risks associated with performing the job.

Physical Job Requirements: Employee is continuously required to sit, use hands to finger, handle or feel, talk and hear; intermittently stands, reaches with hands and arms, and walks. Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, and pull or otherwise move objects, including the human body.