Community Relations/Community Education Clerical

Community Relations/ Class III/ 12 MONTH

Reports to Community Relations Supervisor
Receives Guidance from Curriculum Coordinator District Administrators

Education Level

Minimum of two-years post-secondary training or equivalent experience in clerical/accounting, marketing, and/or communication related fields.

Experience Desired

One year minimum of office experience (3 years preferred). Computer competency in word processing, spreadsheets, and data entry. “Creative eye” is a plus.

Physical Requirements

Constant hand-eye/mind-eye coordination, hearing; intermittent keyboarding, use of wrists, hands, fingers, speaking, typing, and writing. Frequent filing, sitting, standing, and walking.

Other Requirements

Demonstrated customer-service focus with the ability to effectively communicate with verbal written skill; problem-solving, decision-making, quick-thinking and working as a member of a team are a must. Strong organizational skills, attention to detail, and efficiency required. An ability/willingness to develop creative materials to support the work of the Community Relations department.

Essential Functions & Duties

  1. Provides clerical support for Community Relations/Community Education staff.

  2. Lead receptionist providing customer service by telephone, email and in person to Community Education customers.

  3. Records and maintains Community Education database, registrations and class lists, coordinates emails/mailings.

  4. Assists with Summer School registration process, including enrollments and payments.

  5. Maintains confidential student/customer information.

  6. Obtains and awards bids for District-wide and zip code-specific mailings.

  7. Audits Time Management Payroll system for Community Relations/Community Education staff including attendance, leaves, Workers Comp, and Physicians statements.

  8. Maintains department fiscal accounts (Enterprise Fund and IPC T&A for refunds and other authorized payments), designates appropriate cost center for billing and accounts receivable processing.

  9. Coordinates purchase orders/requisitions, prepares expense vouchers for payment, orders materials and supplies for department and classes, and serves as back-up to department specialists.

  10. Works with internal auditor to assure Community Education receivables process conforms to required guidelines

  11. Monitors budget, creating quarterly and annual revenue/expense reports. Tracks past due accounts.

  12. Coordinates department processes related to Human Resources.

  13. Maintains communication with and between specialized software companies (WorldPay remote server) to meet PCI compliance and other information security requirements.

  14. Completes various forms, paperwork, and record-keeping as required by District policy and procedures.

  15. Manages ComEd customer satisfaction survey results to determine future class offerings.

  16. Assists with mass communication software to troubleshoot system errors.

  17. Assists with rental contracts/agreements, fields questions, and serves as liaison per Policy KF/KF-R Staff/Community Use of School Facilities.

  18. Performs other duties as assigned.

Working Conditions

Climatic Environment - Inside

Climate controlled environment with some temperature variations. Typically, work is conducted in a comfortable environment.

Hazards

Limited, but possible exposure to communicable diseases.

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