Secretary (Part Time)

Description

ESSENTIAL FUNCTIONS: 

Support the Director and Assistant Director with operational functions of the Daycare and to assist with all basic secretarial duties. 

ORGANIZATION AND COORDINATING:

Screening/Intake

1. Ability to communicate with visitors that enter the agency and direct all visitors to their requested department.
2. Ensure sufficient coverage of all incoming telephone calls and directed all messages to the appropriate person.
3. Must provide a courteous demeanor when communicating with all vistors and co-workers.
4. Screen and reply to all general agency email correspondence.

Interfacing

1. Greet Daycare visitors and persons served in timely and professional manner.
2. Answer multi-line telephone system and screen and transfer all inbound calls.
3. In collaboration with the teacher and teacher assistant, prepare materials to be used in the daily programs.
4. Demonstrate a warm, supportive attitude towards children.
5. Direct staff request to the appropriate department.
6. Maintain positive public relations with vendors, persons served, as well as other community officials.

  Linkage

1. Establishes and maintains positive and professional relationships with community supports and stakeholders (Parents, Program Funders/Monitors, School Faculty and Administration, etc)
2. Provides linkage to equipment service providers and monitors progress thru completion of task.
3. Establishes and maintains positive and professional relationships with community supports and stakeholders (Police Department, Hospitals, School Faculty and Administration, etc)

 Monitoring

1. Monitor office equipment and report need maintenance
2. Review and proofread submitted correspondence

Direct Service

1. Prepare and modify documents including all correspondence, reports, drafts, memos and emails
2. Help with the clean up and care of room and classroom equipment.
3. Arrange location, food and needed materials for any trainings or meetings
4. General clerical duties including photocopying, faxing and mailings
5. Maintain electronic filing system
6. Ability to work with vendors and have the ability to schedule technicians for office equipment service.
7. Perform other duties as may be assigned from time to time by the Teacher, Assistant Director or Center Director.

Agency Activities/Trainings/Other

1. Attend and participate in all initial and on going training
2. Actively participate in orientation and staff training, assigned staff meetings
3. Attend “All Staff” meetings

ADMINISTRATIVE:

Document/Record Keeping

1. Ensure that every visitor, and employee document the time entered and exited the facility.
2. Maintain accurate employee database as it pertains to contact information.

Requirements

QUALIFICATIONS:

1. Knowledge of correct punctuation, spelling, grammar and word usage.
2. Knowledge of the procedures and services of the assigned work unit.
3. Skill in operating a variety of office machines.
4. Ability to alphabetize and file material with speed and accuracy.
5. Ability to follow verbal and written instructions.
6. Ability to work independently: set priorities, meet deadlines and exercise independent judgement.
7. Ability to maintain confidentiality.
8. Ability to provide customer service in a manner consistent with GOPYC standards.
9. Ability to communicate and work with children with varying ages and skills; and provide necessary guidance, support, and supervision to participants at all times.
10. Passion to make a positive impact on the lives of children in the community and to educate   them to proficiency.
11. Mathematics and language arts proficiency
12. Excellent communication and organizational skills
13. Capable to work collaboratively with teams
14. Demonstrated reliability regarding attendance and work performance
15. Ability to be creative, flexible and adaptive in ALL activities and responsibilities
16. Must be a team player.
17. Bilingual a plus
18. Other duties as assigned may result in working weekends and/or holidays.

Education

Completion of a high school diploma or equivalents 

Experience

two year or more in a clerical service related field

Credential: N/A

WORKING CONDITIONS:

Normal working conditions with the absence of disagreeable elements.

Note:

The statements herein are intended to describe the general nature and level of working being performed by employees, and are not to be construed as a exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.