Full Year Secretary - Community Education

SUMMARY:

Responsible for supporting the Community Education Coordinator in the daily operation of the Community Education Department by performing a wide variety of confidential secretarial tasks which require a high degree of discretion diplomacy and judgment. This position will be responsible for performing detailed clerical tasks in an office environment with frequent interruptions. Ability to work cooperatively with the community and staff is required in order to assure efficient and effective operation of the Community Education Department and to have a positive impact on the community.

QUALIFICATIONS:

• Minimum three years experience in secretarial or related field desired preferably in the education environment.
• Advanced skills in Word Excel Power Point and database software systems.
• Ability to perform duties with knowledge of district requirements and policies.
• Requires high level of communication and interpersonal skills to interact effectively with parents students administration staff and the general public in person and in writing.
• Ability to meet deadlines to concentrate and pay close attention to details. Also the ability to organize prioritize work independently and cooperatively as well as schedule and produce work in a timely manner.
• Experienced in dealing with personal and confidential information.
• Maintain good community relations and show enthusiastic support for Community Education Programs

RESPONSIBILITIES:

Community Education

• Manage the office during office hours:
  • Answer the phones respond to emails and assist office visitors
  • Follow through with any customer needs (ex return calls and emails within a reasonable amount of time)
  • Establish responsibility for Community Education running smoothly at all locations but especially at Oakestown.
• Communicate program information to building secretaries cleaning staff class participants and others who need to know.
• Balance payments and submit deposits to the Business Office.
• Manage the Alyssa Arends Scholarship.
• Manage Community Education social media accounts.
• Schedule doors for Community Education activities (rentals classes and events) at assigned locations.
• Once classes are scheduled:
  • Promote options to fill the available spots. Be creative feel ownership for increasing enrollment. Create flyers and work to promote class options.
  • Assist instructors coaches and participants with registration updates.
  • Communicate additional information with the buildings and other staff (extra cleaning needs send emails to teachers of students who are staying for an afterschool program

School Nurse Assistance

• Assist district school nurse with periodic clerical support.
• Purchase and maintain first aid supplies for use as needed during Community Ed Programs.

Summer Recreation Program

• Post payments prepare class rosters email instructors and coaches as needed
• Order supplies and record all expenses for Summer Rec programming
• Label tshirt orders for sports camps

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met be an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.
• While performing the duties of this job the employee is regularly required to stand walk use hands and fingers to handle or feel objects tools or controls and talk or hear. The employee frequently is required to reach with hands and arms. The employee is required to sit. The employee must squat stoop or kneel reach above the head and reach forward. The employee frequently uses hand strength to grasp items.
• The employee will sometimes push/pull items. Specific vision abilities required by this job include close vision color vision peripheral vision depth perception and the ability to adjust focus.
• The employee must be able to stoop bend at the knees and kneel.

WORK ENVIRONMENT:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job the employee regularly works indoors and will occasionally work outdoors. The noise level in the work environment is usually moderate.