2026-2027 Early Childhood School Secretary, Lead - Early Childhood Department

Job Title: Early Childhood School Administrative Assistant - Lead

Department: Arthur Mallory Early Childhood Center

Pay Grade: C140

FLSA Status: Non-Exempt

Reports to: Assistant Director II – Early Childhood Education

GENERAL PURPOSE

Responsible for providing a wide variety of complex and confidential administrative and secretarial support to the assigned administrator(s); conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

ESSENTIAL JOB FUNCTIONS

• Ensures familiarity with and current knowledge of program needs and requirements to support effective, efficient and quality operations on an ongoing basis.
• Compiles and maintains current program information and materials to support day-to-day operational needs for providing reference information.
• Performs the more difficult and complex office work, independently.
• Supervises, manages, schedules, trains, monitors, and provides coverage in the operations of the school’s main offices and its staff.
• Ensures that school office and related administrative activities are conducted in accordance with established policies and procedures.
• Processes time and attendance for department/division as needed.
• Establishes office procedures and routines.
• Receives and greets visitors, interact professionally and courteously, providing exceptional service.
• Communicates effectively with staff, parents, students and patrons of the district.
• Proficient in the operation of office equipment.
• Manages telephone systems, answering, screening, transferring, and responding to calls and inquiries.
• Coordinates schedules, events and meetings.
• Maintains work area in good order with needed materials, information and resource information for visitors.
• Reconciles account balances for assigned budget categories maintaining accurate account balances.
• Supports and enforces safety procedures for the work area.
• Supports the operations of the school as directed by the supervisor.
• Performs general clerical functions including scheduling, copying, faxing, data entry, filing, mail, etc.
• Provides support for assigned administrative personnel.
• Manages and monitors leave requests and substitute teacher assignments.
• Processes confidential documents, records, and evaluations for staff and students.
• Maintains confidentiality as required by Board of Education policy and/or state and federal law.
• Participates in school security situations, including the local school crisis plan.
• Updates and maintains the emergency kit.
• Manages financial transactions as appropriate, including managing and updating the School Improvement Plan (SIP) allocations, Title 1 grants, as required.
• Knowledgeable and proficient in the operation and support of all district systems to support compliance with all state, federal and local requirements.
• Provides guidance and direction to students on a variety of office-related issues during the school day.
• Obtains, confirms, and verifies student personal information. Inputs data into appropriate district software and notifies appropriate staff.
• Participates in a variety of meetings, workshops, professional development, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Responsible for maintenance of student attendance data, including entry and accuracy of such data for district and state reporting purposes.
• Supports regular student attendance by serving as a point of contact for parents and students relative to attendance at school.
• Supports student enrollment, transfer and withdrawal processes to ensure timely and accurate completion.
• Performs other duties as assigned for ensuring the efficient and effective function of the work unit.

QUALIFICATIONS AND REQUIREMENTS

Education and Experience

• High School Diploma or its equivalent.
• Minimum of four (4) years of job related experience with increasing levels of responsibility is required.

Certificates, Licenses and Other Special Requirements

• Must pass a Criminal Background Clearance, the results of which must be satisfactory to the District, required.

Knowledge, Skills, and Abilities

• Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.
• Knowledge based competencies required to satisfactorily perform the functions of the job include accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices.
• Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.
• Skill based competencies required to perform the functions of the job, including operating standard office equipment; performing standard bookkeeping; preparing and maintaining accurate records; and using pertinent software applications.
• Ability to analyze situations to define issues and draw conclusions.
• Ability to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment.
• Ability to work with others under a wide variety of circumstances; working with data utilizing defined but different processes; and operate equipment using defined methods.
• Ability to work with diverse individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment.
• Ability to analyze issues and create action plans.
• Ability to collaborate and communicate effectively with internal and external stakeholders.
• Ability to apply critical thinking/problem solving to improve work processes.
• Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities.
• Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement.
• Ability to work as part of a team; adapt to changing priorities; and apply logical processes and analytical skills.

Working Conditions and Physical Requirements

• Work environment is primarily inside, where the noise and temperature levels are moderate.
• The work is sedentary work that requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects.
• Must possess the physical ability to perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.
• Additionally, the following physical abilities are required: balancing, climbing, crawling, crouching, feeling, grasping, handling, hearing, kneeling, manual dexterity, mental acuity, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity and walking.