Temporary Level III Explorers Childcare Billing and Enrollment Office Assistant at MCEC, 22 weekly hours through approximately early March 2027

Minnetonka Public Schools; Minnetrista (MN); On-site; USD 29,000 - 41,000; Full time

Job summary

Minnetonka Public Schools is seeking an Office Assistant for the Community Education office to support billing, data management, and customer service for the Explorers program. The role focuses on accurate financial processing, accounts receivable follow-up, and clear communication with families and staff.

The position runs 22 weekly hours for 18 weeks, with some flexibility; wages start at $25.41 per hour and do not include benefits. The site is the MCEC in Minnetonka.

Qualifications

• Minimum 3 years of clerical experience.
• Experience with billing and accounting processes.
• Proficient in Microsoft Office and Google Workspace; able to learn new systems quickly.
• Typing speed of at least 50 words per minute and accurate document processing.
• Strong organizational skills with ability to manage multiple tasks and deadlines.
• Professional communication with diverse audiences and teams.

Responsibilities

• Process childcare account transactions including charges, refunds, adjustments, and fees; oversee monthly billing and accounts receivable follow-up.
• Monitor past due balances and collaborate with families to ensure timely payments while maintaining positive relationships.
• Administer billing for childcare assistance and help families access scholarships or subsidies.
• Reconcile data for audits and uphold internal controls with confidentiality and data security.
• Manage data for 1,500+ Explorers childcare students and oversee registration system maintenance.
• Provide welcoming customer service; guide families through enrollment and program options.
• Support special projects and on-site program operations during peak periods.
• Assist with staff onboarding and general clerical duties as needed.

Skills

Clerical experience

Billing & accounting

Microsoft Office

Google Workspace

Data management

Customer service

Typing 50 wpm

Multi-tasking

Professional communication

Tools

Microsoft Office Suite

Google Workspace

Registration system software

Job description

Position Type

Office Assistants/Community Education Office Assistant

Date Posted

10/7/2026

Location

Minnetonka Community Education Center (MCEC)

Date Available

October 28, 2026

Closing Date

10/14/2026

Assignment

22 weekly hours for approximately 18 weeks

Thursdays and Fridays, 6 hours per day

Additional 10 hours per week can be on a flexible schedule during the week

Wages and Benefits

Minimum hourly rate: $25.41

Click here to view the wage schedule.

Wages can be found in Appendix A.

Not benefit eligible.

Job Responsibilities

1. Billing & Invoicing
   1. Process childcare account transactions including charges, refunds, adjustments, and fees, while managing monthly billing, deposits, and accounts receivable follow-up on unpaid balances.
   2. Monitor and support accounts with past due balances, working with families to facilitate timely payment and maintain positive relationships.
   3. Administer county childcare assistance billing and support families in understanding and accessing financial support options such as scholarships and subsidies.
   4. Reconcile financial data for annual program audits and ensure compliance with internal accounting controls, maintaining strict confidentiality and data security.
2. Data Management
   1. Manage comprehensive data for 1,500+ Explorers childcare students, including schedules, enrollment periods (school year, non-school days, summer), and detailed family, emergency, health, custody, contract, and billing information.
   2. Oversee seasonal setup and maintenance of the registration system, ensuring accuracy and accessibility for families and staff.
   3. Track enrollment trends and generate reports for site supervisors and program leadership to support planning and decision-making.
3. Customer Service
   1. Create a welcoming, supportive environment by providing clear information on program options and policies, helping families select the best fit for their children, and guiding them through the enrollment process.
   2. Deliver responsive customer support by answering questions, addressing concerns, and resolving issues related to fees, invoices, scheduling, contracts, and individual family needs while clearly communicating policies and procedures.
4. Other Duties & Special Projects
   1. Assist with projects as directed by the Explorers leadership team and provide on-site program support during high-need times.
   2. Contribute to successful community engagement by supporting key MCE events, including the Youth Triathlon and Tour de Tonka, and maintaining availability on designated workdays.
   3. Manage operational access systems by maintaining the key card system, including activating and deactivating cards for Explorers families and staff.
   4. Assist with clerical functions related to staff hiring, including organizing materials, maintaining records, and supporting onboarding processes.
5. Performs other duties of a similar nature or level.

Job Qualifications

1. Minimum of 3 years clerical experience
2. Experience working with billing and accounting
3. Strong computer proficiency in Microsoft Office and Google Workspace; experience with databases/registration systems and ability to learn new tools quickly
4. Ability to type and process documents accurately at a minimum of 50 wpm
5. Highly organized with the ability to manage multiple priorities, meet deadlines, and maintain accurate records
6. Demonstrated ability to work both independently and collaboratively in fast-paced environments with changing priorities and frequent interruptions
7. Strong communication, interpersonal, and customer service skills, including a professional, positive, and responsive approach with diverse audiences
8. Proven problem-solving skills, sound judgment, and ability to anticipate and respond to varying situations
9. High level of professionalism, reliability, and attention to detail, with the ability to follow direction and contribute to team success
10. Demonstrated commitment to confidentiality, data privacy, and respectful handling of sensitive information; knowledge of Community Education programs and district operations preferred