Preble ESC Preschool Secretary

Secretary (Preschool)

Position: Secretary (Preschool) Reports to: Preschool Special Education Supervisor

Description: Perform secretarial duties to assist the Preschool Special Education Supervisor by performing secretarial duties, answering telephone, responding to inquiries from the public, and maintaining preschool files for licensing and Step Up to Quality.

Essential Functions:

• Ensure the safety of students
• Perform duties of a receptionist by answering telephone, recording appropriate messages, and greeting visitors
• Make contacts with the public and various agencies with tact and diplomacy
• Maintain respect at all times for confidential information, e.g., custodial papers, IEPs, birth certificates, report cards, medication and health restrictions, court documents, etc.
• Interact in a positive manner with staff, students, and parents
• Promote good public relations by personal appearance, attitude, and conversation
• Attend required meetings and in-services
• Operate and maintain all office equipment including copier, fax machine, and computer
• Develop program flyers and assist with implementing a marketing plan
• Develop and maintain a tracking system for staff hours for Step Up to Quality and ODE licensing
• Assist with the development and administration of Step Up to Quality surveys
• Prepare program newsletters
• Print program flyers and training materials
• Print and send requests for records
• Collate, track, and send IEP progress reports to districts and ESC files
• Supervise in the maintenance of the uniform filing system for all information and pertinent data
• Handle routine correspondence independently
• Input information into, and retrieve information from computer
• Assist with preparation and maintenance of student files
• Attend work regularly and punctually
• Demonstrate a positive work ethic
• Work cooperatively with others in small groups

Other Duties and Responsibilities:

• Prepare correspondence and other typing duties as directed
• Serve as a role model for students
• Respond to routine questions and requests in an appropriate manner
• Provide accurate accounting for monies received
• Assist with the maintenance of attendance record and identification of chronic absenteeism
• Perform other duties as assigned by the Special Education Supervisor

Qualifications:

• High School Diploma or general education degree (GED)
• A valid driver's license
• Experience and training which evidences secretarial skills, office procedures, and computer skills

Required Knowledge, Skills, and Abilities:

• Ability to type at least 40 words per minute
• Ability to work effectively with others
• Ability to communicate ideas and directives clearly and effectively both orally and in writing
• Effective, active listening skills
• Organizational and problem solving skills
• Ability to generate correspondence independently
• Ability to operate office equipment, e.g. copier, fax
• Ability to utilize appropriate computer software
• Ability to prioritize and complete job assignments from multiple supervisors
• Ability to communicate with all types of people
• Computer skills

Equipment Operated:

• Telephone
• Calculator
• Computer/printer
• Motor vehicle
• Copy machine
• Fax machine
• Paper cutter
• Postal scales
• Laminator

Additional Working Conditions:

• Occasional exposure to blood, bodily fluids, and tissue
• Occasional operation of a vehicle in inclement weather conditions, i.e., being prepared to come to work on all days except calamity days
• Frequent, repetitive hand motion, e.g., computer keyboard, typing, calculator, writing
• Regular requirements to sit, stand, walk, talk, hear, see, read, speak, reach, stretch with hands and arms, crouch, climb, kneel, and stoop
• Occasional interaction with children with behaviors
• Occasional requirement to lift, carry, push, and pull various supplies and equipment to up to a maximum of 100 pounds, e.g., copier, tables