Early Childhood Administrative Secretary

Position Type:
Administrative Specialist/Secretary
Date Posted:
11/8/2023
Location:
Preschool - EES
Date Available:
As soon as possibleEarly Childhood Administrative Secretary
Terms of Employment
Full time position - 205 days (depending on start date) 8 hours per day. Pay per Classified Salary Schedule - Category I ($17.48-$26.66). This position qualifies for benefits. The District provides its employees with a comprehensive benefits program including medical, life, and dental insurance. The District provides three medical plans for which it pays the full premium for employees, and a fourth option is a buy-up plan for which the district pays the majority of the premium. In addition, the District pays the full employee premium for dental insurance and life insurance. The District contributes to PERA on each employee's behalf and offers additional retirement savings options as well as optional supplemental insurance. Employees also receive paid time off. Worker's compensation and unemployment insurance are provided in accordance with State law. This position qualifies for paid leave: 4 annual leave days and 7 sick leave days.
Position Purpose
Under the direct supervision of the Director of Early Childhood or other school administrator, to provide clerical, secretarial and administrative assistance to school administrators for Universal Preschool Colorado (UPK), preschool locations, conveying information regarding preschool functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.
Essential Functions

• Composes documents (e.g., notices, correspondence, bulletins, reports, newsletter, handbooks) for director or other school administrators for the purpose of requesting or providing information about school and work-related matters, activities, events, etc.
• Assists in planning and scheduling preschool events and activities, and maintaining calendar of preschool and students' events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, assemblies, conferences, etc.
• Maintains UPK documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance
• Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office
• Maintains inventories of supplies and materials for the purpose of ensuring items' availability sometimes physically shopping for items at stores
• Delivers supplies and materials to all preschool locations
• Assists visitors to the office, including students, parents, substitute teachers, and others
• Answers telephone calls and provides information and assistance to callers
• Distributes incoming mail appropriately; sends outgoing mail as needed
• Schedules appointments with students, parents and teaching staff or others as requested
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution
• Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into the computer system regarding enrollment and student records (e.g., transportation, attendance, withdrawals) including both the UPK Bridgecare system and Infinite Campus systems and reconcile the state and local information systems
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
• Serves as liaison with outside organizations (e.g., transportation, food service, suppliers) for the purpose of coordinating the scheduling of deliveries, activities, etc.
• Creates and maintains spreadsheets for class placement balance of UPK students and special education students
• Communicates with the UPK Local Coordinating Organization (LCO)
• Coordinates with community preschool partners for student placement
• Supports and updates Early Childhood website page
• Covers for preschool paraprofessionals in the case of staff shortages
• Finds substitute coverage for teachers if needed (primarily done by director)
• Supports Student Information System administrator
• Create Purchase Card (Pcard) transaction envelopes

Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the preschool
Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
Confidential Information

• Staff members shall not access, receive, transmit or retransmit material regarding
  students, parents/guardians or district employees that is protected by confidentiality
  laws.
• If material is not legally protected but is of a confidential or sensitive nature, great care
  shall be taken to ensure that only those with a "need to know" are allowed access to
  the material.
• Staff members shall handle all employee, student, and district records in
  accordance with applicable district policies.
• Staff members who intentionally disclose student records, other confidential student information and/or district information may be subject to disciplinary action, up to and including termination

Equipment
Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.
Travel Requirements
Travel required between preschools and to purchase supplies
Knowledge, Skills, and Abilities

• Ability to describe problems and work orally or in writing to supervisor as required
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work
• Ability to carry out instructions furnished in written or oral form
• Ability to add, subtract, multiply and divide, and perform arithmetic operations
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Power point, the Internet, Outlook, electronic mail)
• Ability to problem solve job-related issues
• Ability to work with a diverse group of individuals
• Ability to process paperwork accurately according to standardized procedures
• Ability to maintain confidentiality of information regarding students, employees and others
• Organizational and time management skills
• Knowledge of office management procedures

Physical and Mental Demands, Work Hazards
Works in standard office and school building environments
Ability to work outdoors during outdoor student activities
*See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.
Qualification Profile

• Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:
• High School diploma or equivalent
• Successful experience with office management preferred
• Prior successful clerical experience preferred

FLSA Status: Non-exempt