Position Title: Proctor/Hermantown Confidential Early Learning Program Manager

Department/Building: Proctor and Hermantown Community Education/Hermantown Community Learning Center

Direct Supervisor: Director of Early Learning, Director of Community Education 

Days: August 16 - June 30 with minimal summer hours in July.  32 hours/week. 

Position Summary:

Under the direction of the Director of Early Learning, the Confidential Early Learning Program Manager is responsible for providing administrative support services to include office operations and management, staffing payroll preparation for ECFE and School Readiness, oversee accounts receivable and payables for all preschool programs, utilize ELEYO for building course offerings, meet with patrons to collect confidential information in a safe and professional manner.

Qualifications:

• High school diploma or GED and moderate experience working in a clerical capacity, or equivalent combination and experience.  Associates/Technical degree preferred.
• Moderate experience working with mixed ages
• Excellent verbal and written communication skills
• Excellent planning and organizational skills
• Proficient using PC’s, word processing, databases, spreadsheets, email software, and other online programs
• Ability to pass a MN background check
• Valid MN Driver’s License or evidence of equivalent mobility

Essential Duties and Responsibilities:

Performs a variety of receptionist, customer service, and assistance to the public including  ECFE, School Readiness, and early childhood screening and census, Specifically, but not limited to:

• Acts as the first point of contact for all early childhood school district programs
• Answers questions and provides information to the public and community regarding department services, classes, and programs, including cancellations and changes
• Follow up with the public concerning program/service availability

Organizes public relations and promotional materials for ECS, census, ECFE, and School Readiness, through proficient technology use, such as, but not limited to:

• Generating electronic communications.
• Development of flyers and newsletters.
• Management of websites.
• Social media communication.

Maintains confidentiality.

• Collect registration and enrollment documents for School Readiness and ECFE, including confidential documents.
• Remain aware of health, court, and family issues affecting students in School Readiness and/or ECFE programs.
• Know the emergency contact information for staff and students.

Develop and manage office procedures in an efficient manner, such as, but not limited to:

• Maintain a client-friendly office area.
• Collect and distribute district and U.S. Postal mail.
• Use of technology (software, Google Docs, Gmail, etc.)
• Communicate necessary information to staff.
• Operate all office machines/equipment and arrange for repairs or technical assistance.
• Collect supply requests from staff and complete ordering upon approval of the Director.

Collect data for preparing MARSS, Federal, State, and District reports, such as, but not limited to:

• MARSS
• Early Childhood Screening
• 0-4 Census
• Pathway II 
• MDE reporting

Prepare payroll, accounts receivable, and accounts payable for submission to the District.

• Collects payroll sheets, special education attendance sheets from staff and prepares them for approval by the Director.

Direct volunteers and substitute employees providing a brief payroll orientation, building orientation, and classroom/supply location.

Prepare work orders for the repair or maintenance of rooms.

Oversee setup and takedown for School Readiness, and ECFE programs, events, classes, etc. being held at the HCLC.

Maintain effective relationships with ISD 700 and ISD 704 community education and school personnel through open and positive communication.

Attend and participate in Community Education leadership meetings as requested.

Collaborate with a variety of community organizations to establish community partnerships and to avoid duplication and coordination of services and programs.

Attend meetings, workshops, and training sessions as directed by the Community Education Director and/or the Director of Early Learning.

Assists the Directors with special projects or activities as delegated.

Perform other duties as assigned

Essential Skills Required to Perform the Work:

Demonstrate knowledge and customer service skills about Community Education and Early Learning by answering questions and providing information to both Proctor and Hermantown district staff and the public regarding department services, classes, and programs.

Demonstrate organizational skills such as: answering the phone, maintaining accurate books and records of all programs and functions required in purchasing materials, documenting program functions, activities, participation, fees, data collection and the like.

Fundamentals of general record keeping, maintenance routines to perform data/record maintenance in filing or recording data in hard copy or data filing systems.

Applying good judgment, positive problem-solving, decision-making to situations and activities in assigned program areas in accordance with the policies and procedures of ISD 700, ISD 704, and Community Education.

Fundamentals of computer operation and business productivity software including specialized district software/applications utilized by the department, and general office equipment.

Prioritize workload and demonstrate time management skills.

Exceptional verbal and written communication skills.

Knowledge of facility usage issues and concepts; facility scheduling concepts; facility policies pertaining to use, scheduling and fees at the PECC and HCLC.

Physical Job Requirements:

Exerting up to 25 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.