Vacancy 2026-2027: Secretary II Program Secretary - Shenandoah Valley Head Start

Vacancy 2026-27: Program Secretary

Shenandoah Valley Head Start

Reports To:         Director
FLSA Status:       Non-exempt

Salary Scale:       N3; 7.5 hours/day; 220-day contract

2026-2027 Salary Scales:

General Definition of Work: 

To provide positive public relations by prompt and courteous handling of all inquiries and visitors. To perform difficult skilled clerical tasks for the Director or Specialists. Provides required related work. Work is performed under the regular supervision of the Director.

ESSENTIAL FUNCTIONS/TYPICAL TASKS

• Serves as secretary for the program; greets visitors, answers telephone, provides information; prepares and maintains files and records.
• Completes conference forms, registrations, and reservations for staff;
• Receives monthly reports from teachers and Family Service Advocates:
• Calculates time spent for Related Services for Non Federal Share
• Balances classroom funds twice a year
• Distributes various reports to specialists
• Enters volunteer information, including trainings into database
• Supports accounts receivable (Creates Purchase requisitions, receives and processes goods)
• Maintains confidential information of office related information;
• Attends inservice training to improve skills and knowledge for office work;
• Complies with and supports program and division regulations and policies;
• Performs related tasks as assigned by Director in accordance with the program policies and practices.
• Supports the Director in Policy Council and School Board processes, including documentation
• Ensure compliance with all standards relative to clerical support of the program with proper documentation
• Assemble cumulative folders
• Makes daily attendance calls for all sites
• Schedules substitutes for Augusta County Head Start teaching staff
• Schedules interpreters as needed
• Monitors student attendance and collaborates with FCDC
• Assists in creation of program advertising efforts. ie brochures, flyers, distribution of information
• Maintains the Shenandoah Valley Head Start website
• Supports registrar process through Infinite Campus, including Augusta County attendance
• Responds to public requests for information on general program operations;
• Support classrooms as needed including getting ServSafe certification
• Supports program ERSEA (Eligibility, Recruitment, Selection, Enrollment, Attendance) processes 1
• Other duties as assigned

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to communicate positively with or establish ways to communicate with all families and general public served by the program
• Acute attention to detail is imperative.
• Knowledge of school and division policies and procedures is preferred.
• Excellent communication and organization skills are required.
• Ability to establish and maintain effective working relationships with others; ability to follow oral and written instructions. Proven ability to work effectively in a team environment. Capable of effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Computer proficiency and technical aptitude with the ability to utilize Infinite Campus, MS Excel, Word, and Google Suite applications is required. Ability to learn various software packages pertinent to the operations of the Head Start/Early Head Start program.
• Ability to process large volumes of documentation in an efficient and timely manner with a high degree of accuracy and attention to details.

Thorough knowledge of standard office practices, procedures, equipment, and secretarial techniques; thorough knowledge of business English, spelling, and arithmetic; thorough knowledge of the organization and the functions of the Head Start Program; ability to keep involved office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to type and prepare effective correspondence on routine matters; ability to perform routine office management details without referral to supervisor; ability to establish and maintain effective working relationships with other employees and the general public and to deal with public relations problems courteously and tactfully.

EDUCATION and/or EXPERIENCE

Candidate must possess any combination of education and experience equivalent to graduation from high school including or supplemented by courses in office practices and procedures and clerical and secretarial experience.

PHYSICAL DEMANDS/REQUIREMENTS

This is sedentary work requiring stooping, kneeling, crouching, reaching, pulling, routine lifting up to approximately 20-30 pounds, grasping, and repetitive motions.