Level III Minnetonka Community Education Youth and Adult Programs Office Assistant at MCEC, 8 hours per day, 12 months per year

Job Title

Assignment: 8 hours per day, 12 months per year Wages and Benefits: Minimum hourly rate: $25.41 (new rate for 2026-2027) Medical and dental benefit eligible position.

Job Responsibilities:

• Clerical and administrative support for the Youth and Adult Programs team including MCE Director, Program Coordinator and Program Managers
• Compile data for a variety of reports, including Advisory Council and School Board reports, program fee comparisons, and revenue tracking.
• Train and support new staff in the implementation of department procedures, policies, and operational processes.
• Assist with the setup and maintenance of courses and sections within the Minnetonka Community Education (MCE) online catalog and registration system, ensuring accuracy and consistency with published catalog information.
• Assist in the production, proofreading, and distribution of marketing and promotional materials.
• Support the completion and tracking of background check requirements for program volunteers.
• Schedule rooms, meetings, and conferences for the Director and Coordinators; assist with room setup and the procurement of meeting supplies and materials as needed.
• Customer Service and Processing Registrations
• Assist customers with program inquiries, registration processes and class status information in a timely and professional manner.
• Process registrations, transfers, cancellations and refunds through the Minnetonka Community Education registration system.
• Serve as a backup to the front reception team as needed, providing customer service, answering inquiries, greeting visitors, and supporting front office operations to ensure seamless service and coverage.
• Administrative, financial, and customer service support to facilitate the effective delivery of Community Education programs and services
• Accurately process financial transactions, including payments, refunds, deposits, direct payments, purchase orders, payroll, and new hire documentation, ensuring proper coding and accuracy.
• Maintain and process confidential records, including payroll, personnel files, incident reports, purchasing documents, invoices, and deposit records.
• Prepare and process administrative documents such as new hire paperwork, incident reports, journal entries, mileage reimbursements, and purchasing card (P-card) statements.
• Collaborate with Minnetonka Community Education leadership to coordinate logistics and administrative support for the Ski & Snowboard Club.
• Assign appropriate budget codes and process journal transfers as needed.
• Manage office and program supply inventories, coordinate purchasing, and distribute materials for classes and programs.
• Maintain petty cash records and disbursements.
• Register staff for professional development activities, workshops, and conferences, and facilitate related payment processes.
• Provide responsive day-to-day communication and support to staff through email, telephone, and in-person interactions.
• Utilize current office technology and software applications to efficiently complete job responsibilities and participate in ongoing training to enhance skills.
• Support Program Managers with class scheduling, roster management, correspondence, marketing materials, and the preparation and distribution of program resources.
• Prepare and distribute weekly communications regarding class updates, changes, and cancellations to participants and building staff.
• Maintain systems for tracking students requiring additional support, including running reports, communicating with families, monitoring responses, and coordinating follow-up with Program Managers.
• MCE Events and Special Projects
• In collaboration with MCE leadership, coordinate volunteer recruitment, scheduling, training, communication, and recognition to support community education programs, events, and initiatives for the Youth Triathlon and Tour de Tonka.
• In collaboration with MCE leadership, provide administrative and logistical support for special events, community engagement activities, and program operations to ensure successful planning and execution.
• Assist customers with program inquiries, registration processes and class status information in a timely and professional manner.
• Process registrations, transfers, cancellations and refunds through the Minnetonka Community Education registration system.
• Monitor and manage class waitlists, payment plans and scholarship enrollments to support participant access and program efficiency.
• Generate reports, maintain accurate participant records and collaborate with administrators to identify and follow up on outstanding account balances and payment issues.

Job Qualifications:

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