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 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

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, nmalecha@isd2835.org with questions.

Activities & Community Education Administrative Assistant