Secretary - Community Education and Adult Programs Support at District Program C

4 weeks ago

Cottage Grove, United States South Washington County Schools, ISD 833 Full time
POSITION: Secretary - Community Education and Adult Programs Support
12 month - Class 4 - 8 hours per day
HOURS: 9:30 a.m. - 6:00 p.m.
LOCATION: District Program Center
ANTICIPATED START DATE: As soon as possible
AVAILABLE FOR APPLICATION: Open until filled
STARTING PAY: $18.29 per hour (Step 1)

POSITION SUMMARY:

This position provides clerical support to general Community Education and Adult Programs and receives phone calls and visitors and appropriately assists them.

PRIMARY JOB FUNCTIONS:
General Office Functions
  1. Customer Service
    • Greet people entering the office
    • Inform personnel in controlled access areas of visitor/customer need
    • Assist with directions and information
    • Provide positive, approachable, and friendly image in person and over the phone
    • Remain cheerful, calm, and professional in all situations
  2. Maintain confidentiality and data privacy for employees and students.
  3. Treat students and staff with fairness and equity. Understands and supports students and staff with varying cultural, ethnic, sexual orientation, religious, and/or language backgrounds.
  4. Other job related duties as assigned.
Department Specific Functions
  1. Provide clerical support, which may include:
    • Data entry
    • Filing
    • Correspondence and spreadsheets using Word and Excel and Google Suite
  2. Answer high volume, multi-line phone system and serve as the first point of contact in the office.
  3. Provide general school district information and direct inquiries to proper district departments.
  4. Utilize the Raptor System to check in families and visitors.
  5. Call senior participants regarding appointments, and or check in.
  6. Send cancellation and/or class details to participants.
  7. Provide support for Adult activities; including attending events and coordinating all date specific materials.
  8. Assist with Constant Contact information.
  9. Assist with class signage.
  10. Sort and distribute daily mail.
  11. Provide Pathways scholarship support.
  12. Provide assistance for payroll coding and verification.
  13. Perform diagnostics on all ACCESS program tests.
  14. Provide Blackboard and social media updates weekly/month for Adult Programs.
  15. Manage classroom flier process/distribution.
  16. Manage reminder texts for upcoming classes.
  17. Work with the Adult Coordinators to track class availability.
  18. Accept and enter class registrations, run rosters and print name tags.
  19. Manage registration data and documentation.
  20. Schedule classrooms through Eleyo.
  21. Provide support for other clerical positions within the CE Department.
  22. Serve as a "help desk" for customers with questions on how to register for classes over the phone and on-line
  23. Regular contact with non-English speaking customers
JOB SPECIFICATIONS (EDUCATION, LICENSE, EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES):

Required:
  1. High school diploma or equivalent for all new hires after July 1, 2006.
  2. Skills assessment in accordance with established OPEIU testing process.
  3. Actively participates in district-sponsored training when offered.
  4. Excellent customer service skills in person and on the phone.
  5. Proven organizational skills with strong attention to detail.
  6. General clerical skills that include knowledge of basic computer software programs.
  7. Prompt, regular and reliable attendance
  8. Communicates with students, parents, co-workers, supervisors, and the community in a positive and responsive way that is consistently welcoming and enhances effective work relationships.
  9. Demonstrates an appreciation of diversity in all interactions and job functions.
Desired:
  1. Switchboard and/or multi-line phone system experience.
  2. Previous experience and knowledge of community education programs.
Testing: Current Office professional Employees must pass the qualifying tests prior to bidding. Successful external candidates or applicants from other bargaining groups must have a qualifying score in each of the following testing areas to be considered for the position: Microsoft Word, Microsoft Excel, Basic Office Skills and Following Written Instructions.

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