Program Secretary: Community Education and Marketing Support

Big Lake Public Schools #727; Big Lake (MN); On-site; USD 32,000 - 46,000; Full time

Job summary

Big Lake Public Schools #727 is seeking a Program Secretary for Community Education and Marketing to support class scheduling, marketing, and community outreach. The role emphasizes discretion in coordinating timelines and logistics for department programs and events.

The ideal candidate has a high school diploma and at least three years of clerical experience, with proficiency in Google Docs/Sheets and strong communication skills to respond to inquiries and coordinate registration and fees.

Qualifications

• Requires a HS diploma (or equivalent) and at least 3 years of clerical/secretarial experience.
• Proficiency in business etiquette, public relations, and professional communication.
• Experience with Google Docs/Sheets and basic office equipment.
• Ability to learn district databases and registration software.
• Strong written and verbal communication, and tact in public interactions.

Responsibilities

• Assist in organizing and scheduling classes, workshops, and events.
• Create, edit, and format marketing materials and catalogs.
• Manage catalogs distribution and promote materials to families.
• Maintain department website and social media to publicize opportunities.
• Provide customer service and handle registration inquiries and fees.
• Maintain program databases and process registrations, payments, refunds.
• Track donations and fundraisers; perform general clerical duties.
• Provide coverage for other staff and monitor the secure entrance system.

Skills

Office etiquette

Public relations

Typing

Google Docs/Sheets

Database software

Written communication

Interpersonal skills

Education

High School Diploma or equivalent

Tools

Google Sheets

Email systems

Phone systems

Job description

Program Secretary – Community Education and Marketing

Job Summary

This position represents the third level of a four-level clerical/secretarial occupational series. The Program Secretary for Community Education performs tasks requiring specialized knowledge of district operations and specific enrichment program procedures. This role requires the exercise of discretion and judgment regarding how and when duties are carried out, particularly in coordinating marketing timelines and community education logistics. While many core duties are clerical, the position is distinguished by its specialized support of department-wide programming.

Essential Functions

Community Education & Marketing Support:

• Assists program coordinator(s) in organizing and scheduling classes, workshops, and community events.
• Assists with class descriptions, articles, and schedules for the Community Education catalogs, flyers, and other marketing materials.
• Creates, formats, and edits marketing materials, including but not limited to newsletters, flyers, and social media.
• Coordinates the distribution and mailing of catalogs and promotional materials to parents and the community.
• Maintains and updates the department's online presence, including the website and social media platforms, to promote opportunities.
• Serves as a liaison for the public and instructors, screening calls and providing answers regarding registration, fees, and program policies.

Administrative & Data Maintenance:

• Provides customer service duties such as assisting visitors and entrance systems and providing routine information.
• Maintains and updates program databases, including student registration, participation reports, and instructor information.
• Register participants, process registration/class fees, invoice accounts, manage accounts, manage payments/refunds, apply scholarships, deposits, collections.
• Tracks and processes donations and fund raisers in accordance with district policies.
• Performs core clerical duties: answering phones, processing mailings, and maintaining department files and vendor lists.
• Processes and assembles correspondence, forms, and memos from rough drafts provided by coordinators and/or director.
• Contacts and exchanges information with various outside agencies, organizations, or members of the public regarding department informational needs and services.
• Bookkeeping duties such as: Check and PO request, deposits, budget codes.
• Provides coverage for other office personnel. Performs other duties of a comparable level or type.
• Monitors secure entrance system.

Requirements & Qualifications

• Education/Experience: Requires a H.S. Diploma (or equivalent) and a minimum of 3 years of general office clerical/secretarial experience.
• Technical Skills: * Proficiency in business office etiquette and public relations.
  • Knowledge of general office equipment, including phone systems, e-mail, and duplicating machines.
  • Skilled in typing and utilizing standard business word processing and spreadsheet software (e.g., Google Docs, Google Sheets, etc).
  • Ability to learn specialized district databases and registration software.
• Communication: Ability to write routine correspondence and effectively present information in 1:1 or small group settings to parents, students, and staff.
• Human Relations: Requires tact, courtesy, and cooperation when dealing with the public, vendors, and district personnel.

Physical Requirements

• Work Environment: Normal office setting with minimal hazards.
• Physical Demands: Light physical work involving reaching, walking, grasping, and repetitive motions.
• Exertion: Ability to exert up to 20 pounds of force occasionally and/or up to 10 pounds frequently.
• Assignment: 8 hrs/day, 7am-3:30pm Light physical work involving reaching, walking, grasping, and repetitive motions.
• Big Lake Schools is an equal opportunity employer: applicants will receive consideration for employment regardless of their race, age, color, creed, religion, national origin, sex, sexual orientation, disability, marital status or status with regard to public assistance.