Head Secretary - Preschool

Job Title: Preschool Head Secretary

Supervisor: Special Education Coordinator / Readiness Program Manager

Purpose: Support the Early Childhood Programs and the Program Administration by assisting with the registration of students and providing exceptional clerical support.

Scope: The Secretary will be responsible for providing high level secretarial support for the Stratford Early Childhood Programs, including Readiness and Stratford Parents Place.

Responsibilities:

• Coordinate meetings and online calendars including PPT invites (mail, file, distribute) and organize IEPs and related supporting paperwork (mail, file, distribute).
• Coordinate materials for meetings; including but not limited to, preparation of meeting agendas, compilation of materials for distribution, and the creation of a subsequent list of action items requiring the Administrator's or designee's follow-up.
• Perform clerical duties including faxing, proofreading, and photocopying, sorting and processing regular and overnight mail on a daily basis.
• Enter, develop, and distribute varied reports using programs including ALIO, Power School, and MS Office software, including, but not limited to, budget/accounting reports, attendance reports, charts and graphs.
• Monitor, record and edit absences, when necessary, using the substitute service website. Assist the Administrator with substitute coverage through substitute service website and by contacting substitutes.
• Enter timesheets/payroll for department staff.
• Prepare various reports and maintain records as required (attendance, free and reduced lunch records, etc.).
• Enter Data for Brigance testing data on the state website and notify staff of students past due for testing; maintain accurate student records for state reporting.
• Maintain a list of families and their children for preschool program registration and arrange screening appointments and transportation including Come Play With Us (CPWU) students.
• Manage Come Play with Us wait list; place CPWU students in classrooms and alert CPWU families of activity fees due and attempt to collect past due fees.
• Maintain and reconcile revenue and expenditures for all Early Learning Services and Preschool Programs, excluding grants.
• Review and track payments for the Readiness Program and Integrated Preschool ELS program using the applicable software programs and communicate with families; this may include collecting fees, providing receipts and monthly deposits.
• Interface with the Administrator or designee and necessary department(s) to share information related to student registration; forwarding requests for residency checks to Residency/Truant Officer as necessary.
• Maintain, review, update and manage wait lists of families and their children for all preschool programs.
• Responsible for monitoring/security of preschool entrance
• Assist with organizing Extended School Year, as necessary.
• Create and maintain department files in accordance with established guidelines and retention requirements including Birth-to-Three and screening files.
• Handle telephone contacts including, but not limited to, screening, responding to, and directing calls as necessary, including voicemail.
• Compose professional correspondence, including, but not limited to, newsletters, responding to questions and requests for information.
• Process and maintain expenses, purchase orders and invoices, as necessary, manually and through computer-based system and track and measure expenses against budgets.
• Perform ordering and receiving of materials/supplies via purchase order management system; maintain inventory of office supplies and snacks.
• Create and maintain confidential and cumulative department files in accordance with established guidelines and retention requirements.
• Process registration of incoming students and explain the residency guidelines and policies; process necessary student registration related paperwork and ensure compliance with State and District residency requirements.
• Interface with the Administrator or designee and necessary department(s) to share information related to student registration.
• Enter data and maintain ECE reporting.
• Process applications and determinations for Care 4 Kids.
• Perform other projects and duties/ responsibilities as required by Administrator, Superintendent or designee.

Skill Requirements:

• Ability to communicate with all organizational levels through proven verbal/written skills
• Ability to identify, prioritize and complete multiple projects on-time and within required deadlines.
• Demonstrated…