Administrative Assistant - Community Education

BENEFITS:
SoWashCo Schools offers a comprehensive benefits program designed to support our employees. Our benefits include medical, dental, and vision insurance, as well as life insurance, supplemental life insurance, dependent life insurance, and long-term disability coverage. We also offer voluntary plans such as accident, critical illness, hospital indemnity, and identity protection, along with flexible spending accounts, an Employee Assistance Program (EAP), and retirement plans. These benefits reflect our commitment to supporting your health and well-being.

POSITION SUMMARY:
This position oversees the enrichment and registration process, assists with the development and production of the Community Education catalog, and provides support for marketing and social media.  This position maintains the Community Education online learning website.

PRIMARY JOB FUNCTIONS:
General Office Functions

1. Assist students, staff, and parents, including greet people entering the office; assist with directions, information, provide positive and friendly customer service in person and over the telephone. Remain cheerful, calm and professional in all situations.
2. Provide clerical support, which may include:
   • Calendar and schedule maintenance for supervisor
   • Correspondence/flyer distribution
   • Data entry, Copying, Filing
   • Compose correspondence and spreadsheets using Word and Excel
3. Maintain confidentiality and data privacy for employees and students.
4. Provide coverage for Office Coordinator, as needed, including: coverage for lunch and breaks, assist during busy times.
5. Other duties as assigned.

Department Specific Job Functions

1. Support registration process for community education enrichment opportunities.   Resolve issues when necessary.
2. Enter enrichment classes into the Arora database.
3. Oversee Adult Online Learning program including communicating with students and online providers, maintaining up-to-date website and processing invoices.
4. Process refund requests, print checks and generate all related reports.
5. Maintain accounts receivable records, and invoice community programs for participants in special programs.
6. Examine and verify invoices from instructors for payment of class fees and supplies.
7. Compile UCare Minnesota registration records, invoice insurance company, and distribute income.
8. Assist with processing payroll vouchers and contract paid employees by prepping them to be sent to payroll and reviewing for completeness.
9. Process PAF's (Personnel Action Forms) and assist with instructor contract set up.
10. Compile reports in Arora database for review and analysis.
11. Support Communications Specialist with maintaining customer lists and target marketing initiatives.
12. Maintain existing and historical FileMaker Pro class databases on the file server
13. Provide clerical support to the CE Enrichment Coordinators.
14. Provide backup as needed to CE Office Coordinator, Senior Center Secretary, Enrichment Building Supervisors and other areas.

JOB SPECIFICATIONS (EDUCATION, LICENSE, EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES):

Required:

1. High school diploma or equivalent for all new hires after July 1, 2006.
2. Skills assessment in accordance with established OPEIU testing process.
3. Actively participates in district-sponsored training when offered.
4. Excellent customer service skills in person and on the phone.
5. Proven organizational skills with strong attention to detail and ability to multi-task, prioritize work, and meet necessary deadlines.
6. Excellent written and verbal communication skills.
7. Knowledge of or ability to learn Arora registration system.
8. General clerical skills that include working knowledge of Excel, Word, Infinite Campus, Outlook
9. Basic accounting skills.
10. Prompt, regular, and reliable attendance.
11. Ability to work independently, as well as with staff, instructors, and customers.
12. Communicates with students, parents, co-workers, supervisors, and the community in a positive and responsive way that is consistently welcoming and enhances effective work relationships.
13. Demonstrates an appreciation of diversity in all interactions and job functions.

Desired:

1. Demonstrable skill and proficiency using any database (Access preferred).
2. Multi-line phone system experience.

EQUAL OPPORTUNITY EMPLOYER