Administrative Assistant II, School and Community Engagement

Essential Functions

• Serves as registrar and bookkeeper for the Community Education Program and its Gold Card program, supporting seasonal terms.
• Captures and manages the online registration platform, including course setup, program updates, registration workflows, fee configuration, and participant records.
• Maintains registrations, payments, deposits, reimbursements, refunds, and financial records, while tracking program revenue and expenditures.
• Prepares contractor agreements and payments in a timely manner.
• Captures and communicates class and camp cancellations and participant communications.

Receptionist Duties

• Serves as the Administrative Assistant for the Office of School & Community Engagement and as one of two receptionists for the Educational Services Center (ESC).
• Provides exceptional customer service and serves as the first point of contact for the district.
• Interacts with families, community members, vendors, employment candidates, School Board members, staff, media, and visitors in person and by phone, responding to inquiries with accuracy, tact, discretion, and confidentiality.
• Affords assessments and resolves routine questions and concerns, directing complex issues to the appropriate departments, and responds calmly and effectively during urgent situations.
• Performs general office and administrative duties while maintaining a comprehensive knowledge of district operations, programs, and procedures to assist with topics such as student registration, transportation, homeschooling, and other district services.
• Proofreads district publications and communications to ensure accuracy, consistency, and adherence to district standards.
• Supports the Director of School & Community Engagement and the Coordinator of Communications & Media with purchasing, contracts, budget tracking, purchase orders, and other administrative and operational responsibilities as assigned.

Education and Certification

• High School Diploma or GED
• Additional clerical training and bookkeeping preferred.

Experience

• Switchboard operator experience
• Bookkeeping
• Secretarial experience (2+ years)

Knowledge and Skills

• Knowledge of Google Suite, including all associated functions: email, calendar, docs, sheets, and slides, etc.
• Software proficiency with the application that the District uses, specifically knowledge of Google and all associated functions.
• Bookkeeping skills and editing capabilities.
• Strong organizational skills.
• Attention to detail and accuracy.
• Confidentiality and trustworthiness required.
• Ability to work independently under tight deadlines.
• Communicate effectively with diverse populations (bilingual a plus).
• Establish and maintain effective working relationships with persons contacted through the course of work.
• Develop creative materials to support the work of the School and Community Engagement Office.

ADA Compliance

Reasonable accommodations may be made to enable individuals with disabilities to perform the functions of this position.

Physical Requirements

Sedentary: involves sitting most of the time. Incumbent should be able to exert up to 10 lbs of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, pull or move objects.