Early Childhood Preschool Secretary

Roswell Independent School District

Job Description

Job Title: EARLY CHILDHOOD PRESCHOOL SECRETARY

Reports To: PRINCIPAL

General Job Description:

Working under general supervision, provide secretarial support for the Preschool. Greet and assist students and parents. Assist staff and Principal with specific tasks as required by the Principal. Complete daily data entry, fiscal documentation, program updates, and time management to support the Preschool Principal.

Essential Duties and Responsibilities:

1. Work cooperatively with colleagues, supervisors, and administrators.
2. Follow district policies and administrative rules and regulations.
3. Maintain behavior appropriate to performing and accomplishing assigned duties and tasks.
4. Know what to do to successfully complete assigned work and work independently with very little supervision.
5. Receive telephone calls/emails such as questions pertaining to: Early PreK and NM PreK's hours of instruction, registration, transportation, and Child Find.
6. Complete office tasks such as: filing, typing, computer work, photo copying, and correspondence.
7. Knowledge of computer systems, including data bases, and word processing programs.
8. Create documents or other needed data collections using technology.
9. Assist with daily Early PreK data base updates.
10. Assist and track Early PreK inventory updates.
11. Assist with grant applications.
12. Maintain various reports, MOUs, and contracts.
13. Maintain files and records as required.
14. Check students in and out of school with proper procedures.
15. Enroll and withdraw students, process out of district transfer forms.
16. Manage and update information on technology platforms.
17. Assist with greeting and directing all visitors and control visitor passes.
18. Assistance with Parkview Newsletter/Website updates if needed.
19. Maintain confidentiality and follow RISD professionalism guidelines.
20. Participate in and complete all required RISD trainings.
21. Handle information that is confidential regarding personnel and labor relation issues.
22. Complete and forward reports and maintain accurate and detailed records.
23. Balance and maintain all school accounts including following District's Business Office Procedures: Process and complete purchase orders; this includes issuing purchase orders, receiving purchase orders, checking in purchases, and forwarding all invoices to Accounts Payable at the Administration Office, collect and write receipts for any money taken and make deposits and enter into the computer.
24. Assist with timesheets, leave forms, and/or other required documentation.
25. Order and distribute supplies, curriculum, equipment, software, etc. as needed.
26. Stay current on all updates from PED, ECECD, and RISD and complete all District, State, and ECECD Reporting as needed.
27. Assist with School and Family Engagement Activities, in-service functions, and special functions.
28. Assist with completing workorders, transfer forms, and deletion forms.
29. Assist with Report student/employee accidents according to district guidelines.
30. Track and update training and credentials for staff.
31. Maintain scholarship information and updates for staff, work with HR to support staff on ECECD scholarships
32. Collect on-going data for verification visits
33. Take precautions to protect equipment, materials, and facilities.
34. Report to work on time and work no less than 7 hours per day.
35. Attempt to deescalate parents/students/staff; listening/visiting with them about their concerns prior to them meeting with administrators.
36. Perform any other tasks as may be deemed appropriate and necessary by your supervisor.
37. Assist with processing and maintaining current emergency information for all students.

Supervisory Responsibilities:

None

Qualifications in the form of experience, knowledge, skills and attitude:

1. High School Diploma or GED; Preferred college courses in Business related field.
2. Bilingual preferred.
3. Two years' experience in a clerical position.
4. Strong oral, written and interpersonal communication skills
5. Valid Driver's license and Car Insurance if traveling from site to site.
6. Demonstrate knowledge of basic office procedures and operations computer systems, including data-bases and word processing programs

Physical Requirements:

Sitting, standing, lifting and carrying (up to 40 pounds), climbing stairs, reaching, squatting, kneeling, having full mobility of fingers/hands, and moving light furniture may be required, unless ADA accommodations have been mutually agreed on and does not create an undue hardship upon the district.

Safety and Health:

Knowledge of universal hygiene precautions (blood borne pathogens, body fluids, etc.)

Equipment/Material Handled:

Must know how to properly operate, or be willing to learn to operate, multi-media equipment including current technology as needed.

Work Environment:

Must be able to work within various degrees of noise and temperature. Interruptions of work are routine. Flexibility and patience are required. Must be self-motivated and able to complete job assignments without direct supervision. After hours work may be required. May make site or home visits when needed. May work under stressful conditions on occasion.

Employment in this position is contingent upon continued grant funding and the position will conclude upon the expiration of the grant. Renewal or extension of the position is subject to the availability of future funding.