Administrative Assistant - Community Ed. & Facilities

Chelsea School District; Chelsea (MI); In loco; USD 24.000 - 33.000; Tempo pieno

Descrizione del lavoro

Chelsea School District is seeking an Administrative Assistant for the Community Education Department. The role supports registration, scheduling, billing, and records management for preschool, childcare, and enrichment programs.

The position requires strong technical skills, excellent communication, and the ability to handle confidential information with care. The role involves collaboration with district staff and community members, including evening and weekend event support as needed.

Competenze

• High school diploma required; Associate's degree preferred in business/office/ accounting.
• Experience in administrative support, preferably in a school district or community education.
• Comfort with technology and ability to maintain websites, calendars, databases.
• Basic bookkeeping experience preferred and attention to detail.

Mansioni

• Serve as the primary contact for the Community Education Department with exceptional customer service.
• Assist with registration and enrollment for preschool, childcare, and other programs.
• Maintain participant and program records using registration systems and PowerSchool.
• Process immunization reporting and documentation for preschool students.
• Handle financial tasks including purchase orders, accounts receivable, billing, deposits, and reconciliations.
• Coordinate payroll processing for instructors and manage facility use requests and scheduling.
• Maintain department websites, calendars, and public information platforms.
• Provide information and tours, respond to facility access questions, and support events.

Conoscenze

Tech savviness

Customer service

Strong communication

Organizational skills

Time management

Attention to detail

Problem solving

Team collaboration

Confidentiality

Formazione

High school diploma

Associate's degree in related field

Strumenti

PowerSchool

Registration software

Accounting software

Publishing tools

Scheduling systems

Descrizione del lavoro

Posting Date: November 5, 2026

Closing Date: November 19, 2026

Reports to: Director of Early Childhood & Community Learning

Start Date: Immediate Opening

Rate of Pay: $17.28 - $24.11/hour– pay commensurate with experience

Schedule: 5 days/week, 260 days/year

Qualifications

• High school diploma required; Associate's degree in Business Administration, Office Administration, Accounting, or a related field preferred.
• Previous administrative support experience, preferably in a school district, community education, recreation, or public service environment.
• High level of comfort and proficiency with technology
• Demonstrated ability to update and maintain websites, online calendars, and electronic databases.
• Basic bookkeeping and accounting experience preferred.
• Strong organizational and time management skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Effective interpersonal skills with the ability to provide outstanding customer service.
• Ability to troubleshoot problems and respond professionally to community stakeholder questions.
• Ability to work collaboratively as a contributing member of a positive office environment.
• Ability to maintain confidentiality and exercise sound judgment.
• Experience with student information systems, registration software, accounting software, publishing tools, or scheduling systems preferred.

Job Responsibilities

• Serve as the primary point of contact for the Community Education Department by answering phones, greeting visitors, responding to inquiries, and providing exceptional customer service to students, families, instructors, staff, and community members.
• Assist with registration and enrollment for Community Education programs, including preschool, GSRP Preschool, childcare, enrichment classes, recreational sports, early childhood programs, and other community education offerings.
• Maintain accurate participant, student, and program records using registration, scheduling, and student information systems, including PowerSchool and other district software.
• Process MCIR immunization reporting and maintain required documentation for preschool students.
• Prepare and process purchase orders, accounts receivable, billing, bank deposits, refunds, monthly account reconciliations, payroll, and other financial transactions for Community Education programs in accordance with district procedures.
• Coordinate payroll processing for Community Education instructors.
• Process facility use requests, schedule reservations, resolve scheduling conflicts, maintain facility calendars, and communicate schedule changes to district personnel, operations staff, lifeguards, instructors, and facility users.
• Prepare facility rental estimates, manage facility rental accounts receivable, and collect required documentation, and process facility use payments and deposits.
• Maintain department websites, calendars, bulletin boards, district marquee information, and other communication platforms to ensure accurate and timely information is available to the public.
• Provide information regarding Community Education programs and district facilities, assist with facility tours, support facility users during events, and respond to questions regarding room setup and facility access.
• Assist with the development and distribution of Community Education brochures, promotional materials, signage, and other communications including social media updates.
• Maintain accurate records, prepare reports, and perform bookkeeping and accounting functions while ensuring confidentiality and compliance with district policies.
• Work collaboratively with directors, instructors, district staff, students, parents, and community members to support Community Education & Recreation programs and services.
• Assist with evening, weekend, and special event operations as assigned by the Director.
• Perform other duties as assigned to support the efficient operation of the Community Education Department.

This job description in no manner states or implies that these are the only duties and responsibilities to be performed by the position incumbent. The incumbent will be required to follow the instructions and perform the duties required by the incumbent’s supervisor, appointing authority, or designee.