QUALIFICATIONS:
1. Through a personal interview, give evidences of an affinity for work which maybe tedious and give attention to detail.
2. Be proficient with necessary computer software and programs.
3. From school/work/personal history, give evidence of the ability to function in leadership positions which require interpersonal
skills, and initiative.
4. Ability to express ideas clearly, both orally and in writing.
5. Ability to operate all office equipment including the implementation of proper phone etiquette.
6. Ability to lift, unassisted, as required by job.
CERTIFICATE/LICENSE REQUIREMENTS:
- High school graduation or its equivalent.
- A minimum of two years experience in a responsible clerical position, as measured by work history and prior performance evaluations.
REPORTS TO:
Head Start classroom teacher
Director of Head Start
Assistant Director of Head Start
EHS Program Manager
NKESC Executive Director
School District Superintendent and/or Principal
Performance of job will be evaluated by the NKESC Head Start Director
JOB GOAL:
The Secretary is responsible to the mid-level or senior-level manager. The incumbent provides administrative and program-management support and provides clerical services. The incumbent will exhibit a high level of responsibility.
PERFORMANCE RESPONSIBILITIES:
1. Assist the Director, Assistant Director, program coordinators and the Family and Child Manager administer the component areas for the NKESC Head Start and Early Head Start programs.
2. Prepare communications both in "draft" and "final" form.
3. Accept and relay, as appropriate, all incoming telephone calls; take and record accurate telephone messages; route messages immediately to the proper staff person; and initiate telephone calls for professional staff, when requested.
4. Maintain a "log" of all incoming and outgoing written correspondence to/from and route mail to appropriate person(s), calling
attention to matters which require immediate response.
5. Assist in the preparation of staff claims for reimbursement.
6. Prepare standard forms.
7. Perform routine statistical work:
a. Collect synthesized reports for staff on such things as child enrollment, attendance and family needs.
b. Reviews financial summaries for comparison of POR’s submitted.
8. Represent Head Start staff in meetings as required.
9. Problem-solve and train staff on the correct implementation of the PROMIS data collection system.
10. Assist with the details of hiring new staff; i.e. schedules interviews, background checks turned into the appropriate person,
phone references completed, interview packet prepared.
11. Maintain current files according to prescribed agency practices.
12. Monthly reports completed; i.e. Non-Federal Share, CACFP
13. Monitor the purchases of, and distribute, essential program and office supplies.
14. Serve as the lead staff person on special assignments; e.g., investigating sources/cost /procurement policies in respect to anticipated purchases of new equipment.
15. Screen written and audio-visual publications for materials relevant to program and management concerns; recommend acquisition, as appropriate; and provide written/oral briefs to director, as requested.
16. Maintain necessary inventories of equipment and supplies and prepare reports for the manager.
17. Greet visitors to the office; make them comfortable; and announce their arrival to appropriate staff person(s).
18. Assist the NKESC Financial Office with the upkeep of records, accounting or all other jobs deemed necessary by the NKESC Financial Officer for Head Start.
19. Act as a substitute for Head Start and Early Head Start personnel if necessary
20. Complete all other duties deemed appropriate to fulfill the job as requested by the Executive Director, Head Start Director, Assistant Head Start Director, program coordinators, classroom teachers and/or their designees.
TERMS OF EMPLOYMENT:
Per Memorandum of Employment.
NORTHWEST KANSAS EDUCATIONAL SERVICE CENTER IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER
Visit our website: Northwest Kansas Educational Service Center is committed to providing equal opportunity to all employees and applicants for employment in accordance with all applicable Equal Opportunity laws, directives and regulations of Federal, State and Local governing bodies or agencies. Northwest Kansas Educational Service Center does not discriminate against any employee or applicant on the basis of race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, membership or activity in a local commission, disability, sexual orientation or age.
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