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

Assignment:
8 hours per day, 12 months per year

Wages and Benefits:
Minimum hourly rate: $25.41 (new rate for 2026-2027)
Click here to view the wage schedule. Wages can be found in Appendix A.
Medical and dental benefit eligible position. Click here to view benefit details.

Job Responsibilities:

1. 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
2. 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.
3. 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.
4. 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.
5. Performs other duties of a similar nature or level.

Job Qualifications:

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