Level III Early Childhood Office Assistant at MCEC, 35 weekly hours, 12 months per year

Assignment:
35 weekly hours, 12 months per year

Wages and Benefits:
Minimum hourly rate: $25.41
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. Program Support
   1. Performs a wide variety of office coordination responsibilities including, but not limited to, reception/screening, administrative support, scheduling appointments, records/data management, calendars, and information exchanged in a manner which meets the needs of staff, district and members of the community.
   2. Coordinates and administers building security procedures by administering the building access card process for Preschool, ECFE, Junior Explorer and ECSE. Including running background checks, confirming identities of participants, card activation, documentation and monitoring of who has access.
   3. Accurately processes payments, refunds, class cancellations, changes and registrations for all Early Childhood programs. Track and monitor School Readiness, and Early Childhood Special Education reserved enrollments. Create individualized billing for School Readiness. Contact accounts holders when payments are missed and ensure debts are collected.
   4. Ensures accurate, standards-based entry of student and family data so information synchronizes correctly across systems (e.g., Skyward, ARUX, TS GOLD). Observes data privacy requirements and is knowledgeable and sensitive to student/parent custodial issues. Facilitate the collection of birth certificates to aid in the creation of student's MARSS numbers. Ensure all information in ARUX is accurate in order to provide all necessary information to student enrollment to ensure accurate Skyward records for State EdFi data reporting for both Minnetonka Preschool and ECFE. Verifies Skyward enrollment for all ECFE and Preschool registrations to ensure district communications are delivered. Maintains fall and spring lists of open-enrolled students across Eleyo and Skyward.
   5. Guides and processes staff purchasing requests. Initiates Skyward financial computer program, determine budget coding, monitor purchase order progress and problems, investigate order discrepancies, and distribute material. Forwards purchase orders to Coordinator of ECFE for approval and to District business office or vendors. Acts as liaison in purchasing for staff, district office and vendors.
   6. Responsible for building courses and sections in ARUX, monitoring enrollment, changes, additions, deletions. Also responsible for getting the current ECFE information to the MCE Marketing Specialist for the production of the Preschool Catalogs and ECFE booklet.
   7. Anticipates and prepares registration and class roster materials to help promote a smooth transition for students and staff at both the opening and closing of the school year.
   8. Maintains strict confidentiality of student, family, staff, and district information. Manages records in compliance with data privacy requirements and demonstrates awareness of custodial considerations.
   9. Schedules new family tours of the Minnetonka Preschool and ECFE Program with the Coordinator of ECFE and helps families choose a class or preschool that fits their needs.
2. Staff Support
   1. The Office Assistant is responsible for creating, maintaining, and monitoring financial records to ensure accurate fiscal transactions and proper account coding each fiscal year. Collaborates with School Readiness and Early Childhood Special Education staff to coordinate shared enrollment and placement activities.
   2. Provides training, guidance, and ongoing mentorship to support staff development and effectiveness. Communicates daily via email information pertinent to ensure staff are aware of changes in the building and upcoming deadlines.
   3. Manages payroll and employee record keeping duties for over 25 employees. Maintains accuracy in the reporting of licensed staff by using the Frontline software and automated leave request system. Investigates and makes contact with staff when there are discrepancies.
   4. Secures reserves for program staff or provides them with accurate reserve lists. Monitor absences/reserve needs daily.
   5. Maintains schedules of all staff for the purposes of payroll and reference if absent.
   6. Notifies all staff of any absences within the department.
   7. Problem-solves with staff regarding possible reassignments when reserves are unavailable.
   8. Registers staff for workshops and conferences, and initiates payment.
   9. Maintains and continually updates class rosters, managing additions, changes, and deletions while ensuring accurate cross-departmental record keeping, alignment across systems, and clear communication with staff.
3. Coordinator Support
   1. Monitors enrollment trends and communicates risks and opportunities (e.g., low enrollment, waitlists, potential cancellations) to the Coordinator and staff. Addresses daily operational issues under Coordinator guidance.
   2. Collects, organizes, and prepares data for state reporting and district-level analysis for the MCE Director and ECFE Coordinator.
   3. Assists with scheduling shared instructional spaces for the school year.
   4. Under Coordinator direction, supports budget organization and monitoring, including coding, deposits, transfers, reconciliations, and expenditure verification.
   5. Produces professional correspondence, reports, and mailings using current office technology and participates in ongoing training to maintain skills.
   6. Develops and maintains enrollment, district comparison, and revenue tracking reports to support district-level analysis, financial accountability, and strategic planning.
4. PTO/Advisory Council Support
   1. Supports the Minnetonka Preschool and ECFE PTO and Advisory Council with fundraising and community engagement activities, including communications, registrations, and material preparation.
5. Special Projects
   1. Provides support for special projects and initiatives as directed, including short-term classroom assistance at the beginning of the school year and setup of parent education rooms.
   2. Supports major ECFE, Preschool, and district community events, including Open Houses, Youth Triathlon, Tour de Tonka, Holiday Family Giving, and others as needed.
6. Performs other duties of a similar nature or level

Job Qualifications:

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