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, PowerSchool, 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 proficiency using Microsoft Office Suite, Google Office Suite, ALIO, and PowerSchool software and willingness to learn and increase proficiency in necessary software systems, in accordance with job demands.
Proficiency with email software packages including creating contacts, groups, and calendar entries
Ability to function effectively with minimal supervision (Self-directed, organized, and detail-oriented).
Excellent communication and interpersonal skills. Ability to work well with colleagues, parents and the general public.
Ability to handle difficult/tense situations related to registration and residency.
Ability to handle difficult/tense situations with grace and professionalism.

Qualification Requirements:

High School Diploma required. Associate Degree preferred.
2-4 years solid business office experience is preferred.
Demonstrated success working in a time-sensitive environment requiring minimal direction.
Knowledge of Birth-to-Three or Special Education preferred.
Bilingual preferred - Spanish

Compensation:

The salary for this position is determined in accordance with the provisions of the current Stratford Association of Educational Secretaries contract.
Full-Year, 12-month position.
Grade 12; 1.0 FTE

Head Secretary - Preschool