Secretary - Office of Academics - Early Learning

Job Summary: Provide administrative support for the Director of Early Childhood Learning for the smooth and effective operation and delivery of academic and educational services to staff and students. Essential Functions: Performs office duties including but not limited to answering phones, screening, responding to and directing calls, responding to or redirecting emails, opening, processing, and distributing mail, preparing, typing and maintaining forms, reports correspondence, and memos. Greets and assists visitors. Maintains Supervisors appointment calendar. Interacts with others in a positive and professional manner. Is discrete, diplomatic and listens attentively. Implement the Early Learning, vision, mission, goals, objectives, and policies.

Knowledge and assure compliance with regulations of Pre-K Counts. Utilize PELICAN software to process parent requests and maintain complete accurate records. Process applications apply accurate calculations when determining financial eligibility. Process and enter enrollments and case information timely and accurately. Creation of classes, entry and withdrawal of students, attendance data reports. Daily monitoring of the program and update enrollments when students leave and/or added to the program. Assist families with completing eligibility applications. Maintain accurate comments in Pelican. Update and distribution of applications in partnership with the enrollment center.

Ongoing family communication includes not limited to acceptance letters, denial letters, securing transportation, and email correspondences. Extensive contact with families to explain program policies, regulations and available resources. Communication with elementary schools and staff regarding early learning. Assists administration with reading, researching and routing correspondence, drafting letters and documents and collecting and analyzing information for reports, presentations and responses to inquiries. Collects and organizes data and prepares early learning reports. Assists with special projects and assignments. Takes and distributes meeting notes as requested.

Responsible for ordering, processing, entering requisitions, sending PO’s and invoices and checking in and distribution of resources. May require working across sites. Receiving, inputting, tracking, and maintaining all registrations and demographic information on all preschool students in Teams. Monitors timelines for submission of agenda items for board and committee meetings, as needed. Solicits and collects agenda items from the early learning departments. Work in collaboration with district administration and enrollment to support the Office of Early Childhood, attendance at registration events, creation of flyers as needed. Participate in training and staff meetings.

Assist with coordinating the scheduling meetings, availability and attendance by necessary participants for special meetings, emergency meetings, early learning meetings, and the like and provides support in the preparation for these events and post-event activities, as directed. Maintains work assignments of administrative staff and departments, as assigned. Establishes and maintains filing systems appropriate for office environment and in accordance with standardized records management procedures; retrieves filed documents and materials; maintains classified or confidential materials in accordance with security procedures; transfers and discards files in accordance with established business procedures and schedules.

Maintains office records, logs, and regular and confidential file systems. Organizes large amounts of data and information in a timely manner in a way that makes retrieval convenient. Demonstrates ability to maintain confidentiality with all sensitive information including student and employee information. Uses computer and technology skills in performance of duties, such as use of the Internet, accessing databases, spreadsheet design, desktop publishing and creation of forms. Updates skills to ensure ability to use technology and implement new practices and procedures as they are developed.

Ensures equipment in work area is kept stocked with paper, ink, toner or similar items necessary to their daily use and maintained in working order, addresses minor malfunctions, places work orders and makes service calls as necessary when malfunctions cannot be handled in house. Processes/prepares department reimbursements, supply orders and verifies orders when received. Performs other duties as assigned.