758 SECRETARY, HEAD START

QUALIFICATIONS:

High School Diploma or GED
Fifteen hours college credit with some business orientation; or equivalent business school background; or three years of general clerical/secretarial experience
Keyboarding and computer proficiency
Computational, organizational, and communication skills

REPORTS TO: HEAD START DIRECTOR

JOB GOALS:

To ensure the efficient operation of the head start office and provide clerical services for the school’s staff.

TERMS OF EMPLOYMENT: Noncontractual (At-will); Paygrade3 Estimated 228 days; estimated 8 hours daily

MAJOR RESPONSIBILITIES AND DUTIES

	Receive telephone calls, respond to telephone inquiries.
	Greet guests and visitors positively.
	Type and process purchase order and maintenance requests, as needed. Maintain and track expenditures.
	Operate the computer effectively, timely, and efficiently; revise ad type component plans.
	Type monthly Policy Council and Office staff meeting notices, agendas, sign-in sheet, and staff meeting minutes.
	Collect and prepare current information for campus and district directories.
	File, organize, and prepare information for quick and easy access.
	Assist in Keyboarding, updating, and disseminating class rolls and all memo reports and letters as assigned by the director; proof all work.
	Assist in the coordination of work schedule for ETI summer employees.
	Maintain a record of local and out-of-state travel.
	Operate copy machines, adding machines, postage machines, fax, laminator, and poster machine.
	Assist in the preparation of annual grant proposals for continuations.
	Maintain, monitor, and keep abreast of the on-going balances, budgets and coding of Head Start expenditures; ensure proper coding of all accounts prior to forwarding to the Accounting/purchasing departments.
	Submit and provide accurate and timely payments for services rendered to the Head Start program.
	Prepare monthly payroll reports, weekly time cards, and monthly absence from duty reports.
	Maintain accurate finance expenditures and balances on an on-going basis for auditing purposes; correlate balances with the monthly printout, ensure that all incurred costs are allowable.
	Assists in the resolution of audit exceptions and the implementation of the auditors’ recommendations; assure the accurate and consistent recording and reporting of financial data.
	Investigates opportunities for improving or further routing existing accounting, budgeting, and reporting systems.
	Complies with directions and instructions from supervisor and performs other tasks and assumes such responsibilities a related to the position and may be assigned
	Maintains positive and cooperative working relationships with colleagues and others in the conduct of district business and demonstrates team work in daily activities.
	Is prompt and timely in completing daily tasks.
	Meets attendance standards and complies with notification procedures for absences.
	Provides complete and accurate information in the conduct of district business.
	Maintains confidentiality regarding any matter impacting personnel in the conduct of district business.
	Complies with district policies, as well as sate and federal laws and regulations.

EQUIPMENT USED:

Uses computer, typewriter, printer, copier, calculator, and telephone.

WORKING CONDITIONS:

Mental Demands: Reading, ability to communicate effectively (verbal and written); maintain emotional control under stress.

Physical Demands/Environmental Factors: Repetitive hand motions; prolonged use of computer terminal; works with constant interruptions.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.

11/03 sr