Head Secretary (10.5)

Secretary - Early Childhood 

(10.5 Month)

Purpose Statement

The job of Early Childhood Administrative Secretary is done for the purpose/s of providing administrative processes support to school site Principal, Early Childhood Coordinator and their designated personnel; establishing and maintaining records; compiling and distributing materials and reports; providing a variety of Early Childhood Program procedures; assisting teachers and school site administration; providing administrative support and office management; and responding to inquiries from a variety of internal and external sources.

This job reports to Early Childhood Principal.

Essential Functions

• Assist nurse for providing necessary health care assistance.
• Assist parents (e.g. enrollment activities, resolving issues, providing feedback and assurance, etc.) for providing optimal customer service for parents with enrollment activities.
• Complete daily classroom coordination of classified absences for ensuring all needs are covered daily.
• Complete weekly enrollment count reports (e.g. military, special education, general education, etc.) for ensuring students needing exceptional student services are correctly coded.
• Coordinate software support processes for ensuring accurate historical documentation and completion of required records.
• Exemplify necessary professionalism in all interactions (e.g. families, staff, community members, etc.) for contributing to a positive school environment.
• Maintain records (e.g. school funds records, students and staff absences, substitute notifications, personnel records, time sheets, meeting schedules, etc.) for providing up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements.
• Manage inventory (e.g. instructional, craft, and office supplies; requisitions, etc.) for ensuring availability of operational inventory.
• Oversee special events (e.g. picture day, field trips, etc.) for ensuring implementation of a variety of school site activities.
• Provide various office support processes (e.g. answering phone, delivering messages, copying
• materials, assisting with food service procedures, distributing mail, preparing correspondence, etc.) for ensuring daily site processes are accurately and efficiently implemented.
• Support teachers, departments, parents, and students (e.g. janitorial concerns, library, student behavior, substitute issues, etc.) for ensuring communication, completion of administrative support functions.
• Train new office staff for providing necessary orientation to job.

Other Functions

• Performs other related duties, as assigned, for ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include operating standard office equipment including pertinent software applications; preparing and maintaining accurate records; analyzing data; classifying data and/or information; collecting money; customer service; screening telephone calls; and training staff.

KNOWLEDGE is required to perform basic math; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions.  Specific knowledge-based competencies required to satisfactorily perform the functions of the job include business telephone etiquette; understanding of vision and processes of the Early Childhood Program; grammar, spelling and punctuation; codes/laws/rules/regulations/policies; health standards and hazards; keyboarding; and school safety and security practices.

ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. Some