Activities & Community Education Administrative Assistant

Sylvania; Janesville (MN); On-site; USD 38,000 - 48,000; Full time

Job summary

Janesville-Waldorf-Pemberton Public Schools is seeking an experienced administrative support specialist to assist the Activities & Community Education Director. The role involves scheduling activities, tracking fees, preparing reports, and handling related tasks in a year-round, full-time capacity.

The incumbent will assist the public and students in person, over the phone, or via email, maintain the district calendar, coordinate transportation for events, and process invoices and

Qualifications

• High school diploma or GED and experience in administrative/office support.
• Valid driver’s license and willingness to obtain Type III certification to drive district vehicles.
• Willingness to complete DHS childcare background check and training.

Responsibilities

• Provides administrative assistance to the Activities & Community Education Director.
• Prepares and submits annual reports for Activities and Community Education.
• Assists the public and students in person, over the phone or email.
• Maintains the District's online calendar.
• Coordinates busing for athletic events and early childhood education.
• Maintains van/car schedule.
• Runs driving violations reports on staff using school vehicles.
• Assists with schedules and processes facility use requests by staff and members of the public.
• Schedules and attends open house events, registers attendees, collects forms and fees.
• Prepares purchase orders, orders and checks in supplies.
• Assists with ordering food and beverage items for concession stand.
• Orders and creates awards, maintains records of activity/athletic award winners.
• Creates monthly tuition invoices for students enrolled in Kids Korner Preschool.
• Submits bills to child care assistance MNPrairie and Blue Earth County.
• Collects fees and monitors past due accounts.
• Prepares general fund, activity, and community education deposits.
• Maintains admissions and concessions cash boxes.
• Contacts instructors, creates online registration forms, compiles class lists, collects fees and completes instructor payroll forms for community education.
• Monitors class sizes and processes refunds for canceled classes.
• Provides back-up for high school and elementary secretaries including dispensing medicine to students.
• Tracks activity registration.
• Administrates scheduling/registration software.
• Other duties as assigned

Skills

Infinite Campus

State Reports

Office software

Payroll forms

Customer service

Arithmetic

Education

High school diploma

Driver's license

Background check

Tools

Scheduling software

Registration software

Online calendar

Job description

Job Summary

Performs intermediate administrative support work providing assistance to the Activities & Community Education Director, scheduling activities, tracking fees, preparing reports, and related work as apparent or assigned. This is a year-round, full-time position.

Essential Duties and Responsibilities

• Provides administrative assistance to the Activities & Community Education Director
• Prepares and submits annual reports for Activities and Community Education
• Assists the public and students in person, over the phone or email
• Maintains the District's online calendar
• Coordinates busing for athletic eventsand early childhood education
• Maintains van/car schedule
• Runs driving violations reports on staff using school vehicles
• Assists with schedules and processes facility use requests by staff and members of the public
• Schedules and attends open house events, registers attendees, collects forms and fees
• Prepares purchase orders, orders and checks in supplies
• Assists with ordering food and beverage items for concession stand
• Orders and creates awards, maintains records of activity/athletic award winners
• Creates monthly tuition invoices for students enrolled in Kids Korner Preschool
• Submits bills to child care assistance MNPrairie and Blue Earth County
• Collects fees and monitors past due accounts
• Prepares general fund, activity, and community educationdeposits
• Maintains admissions and concessions cash boxes
• Contacts instructors, creates online registration forms, compiles class lists, collects fees and completes instructor payroll forms for community education
• Monitors class sizes and processes refunds for canceled classes
• Provides back-up for high school and elementary secretaries including dispensing medicine to students
• Tracks activity registration
• Administrates scheduling/registration software
• Other duties as assigned

Knowledge, Skills, and Abilities

• General knowledge of: Infinite Campus software, Minnesota State High School League website, Minnesota Electronic Child Care PRO System Provider training/software, JWP website, and Minnesota Department of Education website
• Thorough knowledge of Community Education and Activities State Reports, general and activity funds, invoices, facility use policies
• General knowledge of Community Education and Activities programs and events
• Thorough knowledge of standard office equipment and software
• Ability to make arithmetic computations using whole numbers, fractions, and decimals
• Ability to compute rates, ratios, and percentages
• Ability to establish and maintain effective working relationship with co-workers, students, parents, and elected officials

Education/Certification Requirements

• High school diploma or GED and moderate experience in administrative/office support, or equivalent combination of education and experience
• Valid driver's license, willingness to obtain Type III certification and drive district-owned vehicles as assigned
• Willingness to complete DHS childcare background check and training

Physical Requirements

This work requires the occasional exertion of up to 50 pounds of force; work regularly requires speaking or hearing, frequently requires standing, walking, sitting and using hands to finger, handle or feel and occasionally requires stooping, kneeling, crouching or crawling, pushing or pulling and lifting; work requires close vision and distance vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires observing general surroundings and activities; work occasionally requires exposure to outdoor weather conditions, exposure to bloodborne pathogens and may be required to wear specialized personal protective equipment and Exposure to bodily fluids; work is generally in a moderately noisy location (e.g. business office, light traffic).

This position will be filled on the basis of the experience, competency, and qualifications of the applicant and the needs of the District. Janesville-Waldorf-Pemberton Public Schools complies with state and federal fair employment regulations.

Please contact Nicci Malecha, Activities & Community Education Director, [e-mail] with questions.