Position Type:

Office Assistants/Community Education Office Assistant Date Posted:

\n8/7/2026

Location:

\nMinnetonka Community Education Center (MCEC)

Date Available:

ASAP Closing Date:

\n08/14/2026

Assignment:

\n8 hours per day, 12 months per year

Wages and Benefits:

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

Job Responsibilities:

Clerical and administrative support for the Youth and Adult Programs team including MCE Director, Program Coordinator and Program Managers\nCompile data for a variety of reports, including Advisory Council and School Board reports, program fee comparisons, and revenue tracking.\nTrain and support new staff in the implementation of department procedures, policies, and operational processes.\nAssist 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.\nAssist in the production, proofreading, and distribution of marketing and promotional materials.\nSupport the completion and tracking of background check requirements for program volunteers.\nSchedule rooms, meetings, and conferences for the Director and Coordinators; assist with room setup and the procurement of meeting supplies and materials as needed\nCustomer Service and Processing Registrations\nAssist 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\nServe 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.\nAdministrative, financial, and customer service support to facilitate the effective delivery of Community Education programs and services\nAccurately process financial transactions, including payments, refunds, deposits, direct payments, purchase orders, payroll, and new hire documentation, ensuring proper coding and accuracy.\nMaintain and process confidential records, including payroll, personnel files, incident reports, purchasing documents, invoices, and deposit records.\nPrepare and process administrative documents such as new hire paperwork, incident reports, journal entries, mileage reimbursements, and purchasing card (P-card) statements.\nCollaborate with Minnetonka Community Education leadership to coordinate logistics and administrative support for the Ski & Snowboard Club.\nAssign appropriate budget codes and process journal transfers as needed.\nManage office and program supply inventories, coordinate purchasing, and distribute materials for classes and programs. Maintain petty cash records and disbursements.\nRegister staff for professional development activities, workshops, and conferences, and facilitate related payment processes.\nProvide responsive day-to-day communication and support to staff through email, telephone, and in-person interactions.\nUtilize current office technology and software applications to efficiently complete job responsibilities and participate in ongoing training to enhance skills.\nSupport Program Managers with class scheduling, roster management, correspondence, marketing materials, and the preparation and distribution of program resources.\nPrepare and distribute weekly communications regarding class updates, changes, and cancellations to participants and building staff.\nMaintain systems for tracking students requiring additional support, including running reports, communicating with families, monitoring responses, and coordinating follow-up with Program Managers.\nMCE Events and Special Projects\nIn 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.\nIn collaboration with MCE leadership, provide administrative and logistical support for special events, community engagement activities, and program operations to ensure successful planning and execution.\nAssist 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.\nPerforms other duties of a similar nature or level.

Job Qualifications:

Strong computer proficiency in Microsoft Office and Google Workspace; experience with databases/registration systems and ability to learn new tools quickly\nAbility to type and process documents accurately at a minimum of 50 wpm\nHighly organized with the ability to manage multiple priorities, meet deadlines, and maintain accurate records\nDemonstrated ability to work both independently and collaboratively in fast-paced environments with changing priorities and frequent interruptions\nStrong communication, interpersonal, and customer service skills, including a professional, positive, and responsive approach with diverse audiences\nProven problem-solving skills, sound judgment, and ability to anticipate and respond to varying situations\nHigh level of professionalism, reliability, and attention to detail, with the ability to follow direction and contribute to team success\nDemonstrated commitment to confidentiality, data privacy, and respectful handling of sensitive information; 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Level III Minnetonka Community Education Youth and Adult Programs Office Assistant at MCEC, 8 hours per day, 12 months per year