Summary:

Qualifications:

• Bachelor’s degree and at least two years of office experience, preferably within a Community Education program; OR any equivalent combination of education, training, and experience. Fluent in an additional language other than English a plus.

• Knowledge: Thorough knowledge of office procedures, practices, and terminology. Thorough understanding of educational systems. Expert knowledge of the operation of computer software applications such as Microsoft Suite and Google Suite.

• Ability: Ability to deal effectively and tactfully with staff, students and the public. Ability to compose eloquent correspondence that demonstrates a high level of customer service. Ability to recognize and resolve problems with minimal administrative intervention. Ability to interpret and implement instructions provided in oral and written form. Ability to prioritize and complete multiple tasks at one time with frequent interruptions. Accuracy and attention to detail. Analytical ability. Must be able to operate a personal computer and display intermediate to advanced skill when using software programs for word processing, database, spreadsheet, and other software as required by the position. Ability to work collaboratively in a team environment. Ability to defuse difficult situations to enable effective problem solving.

• Skill: Expertise and skill in utilizing personal computers and popular word processing, database, and spreadsheet applications. Excellent customer service and interpersonal skills. Excellent written and oral communication skills. Strong organizational skills. Skills in all of the above listed tools and equipment.
• Required Qualifications:
• Divers license
• Staff Community Events, including on night and weekend; comp time provided
• Do payroll
• Work off site, ie. at Angier or South during camps
• Do occasional evening coverage as need at North and South

Essential Job Duties and Responsibilities (Not Limited To):

• Provides excellent and timely customer service by answering questions in person, on the telephone, and via email; provides information relative to NCE Programs policies and procedures; refers individuals to appropriate sources as required. Responds tactfully to customer service inquiries and complaints and seeks to resolve problems in a positive manner.
• Assists clients with registering, cancelling and transferring between classes; assists with all communications to students and instructors.
• Helps to manage and implement various office operations including scheduling, sending, tracking, gathering, and filing of documents; maintaining up-to-date templates and files.
• Maintains up-to-date, complete, and accurate records in registration system; assists with course and section creation and management, updates client and staff information, etc.
• Assists with onboarding of instructors and new admin assistants including setting up logins/passwords, training, orientation, etc.
• Creates, implements, and oversees the development and accurate completion of various reports.
• Develops new systems to enhance NCE office and program effectiveness and efficiency.
• Oversees room use assignments, schedules, and online link and login distribution.
• May be required to attend night meetings, and community events. May attend workshops, meetings or training sessions.
• Produces and distributes class rosters.
• Collects and submits new hire paperwork for instructors.
• Manages logistics for instructors and classes: supplies, classroom assignments, informational emails to students, permits, rosters, allergies, behavior management assistance.
• Performs all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, etc. Maintains records and files. Drafts correspondence. Produces a variety of informational mailings to parents/guardians, class lists, opening day packets, instructor supplies, and other correspondence.
• Consistent, reliable and punctual attendance is essential
• Responsible for implementing “other job related duties” as needed

• Complexity: Performs varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative to interpret guidelines, policies, procedures and practices.

• Independent Action: Works under broad supervision, following department rules, regulations and policies, requiring the ability to plan and perform operations, and to complete assigned tasks according to a prescribed time schedule. Refers all questionable cases to supervisor.

• Supervisory Responsibility: May supervise up to five (5) other employees/staff. Assigns tasks and monitors progress. Does not hire/fire employees; however, makes recommendations.

Work Environment & Physical Requirements:

• Work is primarily performed in an office environment with moderate noise and frequent interruptions. Some outside work particularly during the summer.
• Operates computer, printer, telephone, copier, facsimile machine and all other standard office equipment.
• Makes frequent contact with school department staff, with the public, students, parents, city and state officials, vendors, consultants, and outside agencies and organizations. Contacts require a high degree of tact and confidentiality.
• Employee has access to highly sensitive and confidential information pertaining to staff and students.
• Errors could result in delay or loss of service, monetary loss, possible injury to others, damage to buildings and/or equipment and possible legal, reputational, and financial ramifications.

• While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 10 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at efficient speed.