Job Description

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 for providing up-to-date information and historical reference in accordance with established administrative guidelines and legal requirements.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 problem solving may be required to identify issues and select action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; working as part of a team; working with frequent interruptions; accuracy and attention to detail; adapting to changing work priorities; dealing with frequent interruptions; diffusing argumentative behavior; meeting deadlines and schedules; multi-tasking; and organizing tasks.

Responsibility

Responsibilities include working under limited supervision following standardized practices and/or methods; providing information and/or advising others; operating within a defined budget. Utilization of some resources from other work units is often required to perform the job's functions. There is some opportunity to impact the organization's services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally, the job requires 60% sitting, 20% walking, and 20% standing. The job is performed in a generally hazard free environment.

Experience: Job related experience is required.

Education: High school diploma or equivalent.

Equivalency: Administrative experience preferred.

Required Testing Certificates and Licenses

Continuing Educ. / Training Clearances

Criminal Background Clearance

FLSA Status Approval Date Salary Grade

Non-Exempt Range $19.01-$19.26

Notice of Nondiscrimination

Geary County USD #475 does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and/or activities and provides equal access to the Boy Scouts and other designated youth groups. For questions or complaints based on race, color, national origin, sex or age, please contact the USD 475 Executive Director of Personnel Services, 123 N. Eisenhower, Junction City, KS 66441. Telephone: 785.717.4000. For questions or complaints based on disability, please contact the USD 475 Executive Director of Special Education, 123 N. Eisenhower, Junction City, KS 66441. Telephone: 785.717.4000.