Registrar (Administrative Assistant III)

Job Announcement

The McLean Community Center (MCC) provides experiences that excite, enrich and engage the McLean, Virginia community. From educational classes to live entertainment, the center has program offerings to delight McLean’s youngest residents to its senior citizens. MCC offers activities for adults, teens and children, including a wide range of classes, lectures, study tours, camps, art exhibits, theater performances, and specialty shows. The center also sponsors important community activities such as McLean Day at Lewinsville Park in May and the Independence Day Fireworks at Langley High School.

Under the supervision of the Customer Service Manager, this position is responsible for the day to day operation of center-wide registration online system, data entry of center-wide programs in the registration system, enrolls participants into revenue-based classes, free workshops and classes, tours, youth and special events, theater workshops and classes, art classes and programs, corresponding with applicants, keeping registration information up to date and available, maintaining financial registration records and reports for the McLean Community Center. Position also acts as assistant to the Customer Service Manager and provides general administrative and customer service support at the MCC front desk. Is also responsible for registration and class file management, training of staff on online registration software and registration guidelines and policies, organizing tabletop marketing materials and program guides displayed in public view.

Other duties include the following: (The duties listed are not an all-encompassing list. A complete list of position duties can be found in the position description.)

• Inputs data provided by programs staff into the online registration system to prepare for registration system.
• Works with customers, service providers, instructors, and staff by phone, in-person and online regarding but not limited to: payment issues, refunds, class selection, make-ups, inclement weather notifications, etc...
• Processes payments and registration fees for all MCC programs and follows established money management procedures.
• Establishes and maintains files, special project files and statistical reports for the Customer Service Manager, General Programs Director, Program Manager, Deputy Director and Executive Director.
• Prepare registration reports by collecting and analyzing customer information.
• Works with the online registration software service provider when technical issues occur.
• Maintains agency mailing lists and contacts for use by center staff.
• Examines dates and times for accuracy in preparation of the MCC Program Guide.
• Responsible for collecting, recording, reporting and maintaining class evaluations
• Train all MCC registrars, customer service staff and other necessary staff members on registrations software
• Collaborate with administrators/programmers to improve processes and policies
• Assists with small class setups as needed

Required Knowledge Skills and Abilities

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;
Significant nonstandard skill/knowledge is required involving production of an end product such as a report.
Math Skills
Basic math skills.
PC Skills
Basic skills in the use of applicable Microsoft Office Suite software.
Communication
Ability to write simple documents.
Information Abilities
Ability to process and integrate complex data.
Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external and internal contacts.

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
CPR (Required within 3 months)
First Aid (Required within 3 months)
AED (Required within 3 months)

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position will be required to complete the following to the satisfaction of the employer:

• Criminal Background Investigation
• Child Protective Services Registry Check

• At least three years of customer service experience working with a diverse community plus experience working with registration software.
• At least two years of experience of processing financial payments.
• Knowledge of money management and record keeping procedures.
• Possess strong customer service experience skills and the ability to maintain working relationships with the staff and the public.

• Ability to move and set up small tables and a small stack of chairs.
• Job is generally sedentary in nature, however, visual acuity is required to read computer monitor, incumbent must be able to operate keyboard driven equipment.
• Must be able to communicate with others verbally and in writing in person or over the phone.
• Must be able to lift at least 15 pounds.
• All duties performed with or without reasonable accommodations.

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Requisition 25-00390