Whitehall City School District

TITLE: ECE Administrative Assistant
 
QUALIFICATIONS:        
 

1. A High School Diploma, GED, or equivalent
2. A High degree of proficiency in office procedures.
3. Must be proficient in computer keyboarding (minimum 60 w.p.m., preferred)
4. Must possess excellent telephone customer service skills
5. Must be proficient in office software, including but not limited to Microsoft Word, Excel and Outlook 
6. Must demonstrate confidentiality in the workplace, including student records.
7. Must possess the ability to file both electronic and paper documents.
8. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

 
REPORT TO:     Preschool Director
 
JOB GOALS:     
 
To provide clerical services to maintain an efficient, effective and well organized office.  Create goodwill and understanding on behalf of the principal and staff.  Serve as the liaison to families for the ECE grant qualifications and admission.
 
PERFORMANCE RESPONSIBILITIES: 
 
Position will focus mostly on enrollment and attendance of preschool students, but will be asked to support the building. 
 

1. Serve as receptionist for the school
   1. Greet all visitors
   2. Initialize and verify enrollment
   3. Answer telephones and deliver messages for staff personnel as related to business matters.
   4. Assist the general public with information.
   5. Schedule and provide tours to interested preschool families.
2. Maintain files for all records, reports and communications.
   1. Initiate and update student files for licensing compliance, center handbooks and forms (attendance, tuition payment.)
   2. Prepare principal's letters and correspondences as directed.
   3. Prepare school newsletters and communications to parents as directed
3. Complete and maintain records for center operation, including but not limited to, publicly funded and Early Childhood Education Grant.
   1. Complete the registration process for new children, including financial qualification (tuition amounts).
   2. Collect tuition fees, write receipts, prepare and deliver deposits to the District.
   3. Prepare financial reports for families paying tuition.
   4. Complete reports to treasurer, state and county agencies, and director by assigned dates.
   5. Miscellaneous communication to parents and/or staff including tuition reminders/collection.
   6. Maintain and update financial information for the District.
4. Maintain and update attendance records.
5. Enter and submit all requisitions and process all POs for payment.
6. Daily collection and reconciliation of all money collected within the school
7. Prepare mail for pick up by courier.
8. Handle emergency situations as needed.
9. Administer first aid to students; call emergency squad when conditions warrant; call parents of sick children; dispense medications to students.
10. Maintain building inventories.
11. Distribute and collect free/reduced lunch applications.  Maintain and update the list.
12. Maintain and update a list of overflow and open enrollment students.
13. Perform other duties as assigned by principal and/or preschool director

 
 
SPECIFIC DUTIES:
 

1. Maintain all records for incoming and withdrawing students.
   1. Entering Students
      1. Prepare cumulative folder for teacher.  Process Request for records.       
      2. Process registration papers
      3. Process new transcripts; route to the teacher and the nurse
   2. Withdrawing students
      1. Process withdrawal forms to receiving school.
      2. Update cum folder with current grades, immunizations and attendance, securing delinquent library books and textbooks.
      3. Collect unpaid fees/fines; place unpaid fee/fine slip in cum folder.
2. Disseminate mail - incoming and outgoing
3. Administer medications
4. Process tardy students
5. Manage discipline referrals made to the office until the discipline issue can be addressed.
6. Field staff requests
7. Notify the cafeteria of late arrivals
8. Handle routine maintenance on all office equipment and call for repairs when necessary.
9. Input student attendance daily by the appropriate time.
10. Manage staff attendance.
11. Handle all deposits and pay-ins.
12. Manage emergency card data.
13. Type/produce programs for special events, attendance forms, daily lunch forms, field-trip permission forms, student releases, citizenship reports, dress code, health and emergency information as needed.
14. Process kindergarten screening materials, packets and all required documents for kindergarten students.  Schedule for class; prepare assignment letters to parents; prepare bus list for transportation office including any new riders after the opening day.
15. Route and or file student psychological referrals, IEPs, etc.
16. Distribute materials to teachers (e.g. directory, calendar, attendance register, in-service materials, etc.)
17. Prepare class rosters for teachers.  Keep enrollment count.
18. Complete/return standard Welfare Department forms.
19. Assist principal with building use for community events.  Keep custodians informed.
20. End of the year assignments
    1. Assist principal with teacher checkout
    2. Produce placement and failure list
    3. Prepare/mail student chronic attendance letters
    4. Assist principal in setting up classes for the coming school year.
    5. Apply attendance stickers to cum folders for all students.

 
 
 
ADDITIONAL WORKING CONDITIONS:
 

• Occasional exposure to blood, bodily fluids and tissue.
• Excellent observation and communication skills
• May perform strenuous tasks, such as lifting, when working with students.
• Assisting students with behavioral/management needs
• Frequent evening and/or weekend work 

 
EVALUATION:
 
Evaluation of this job will be evaluated annually by building principal in accordance with provisions of the Board’s policy on Evaluation of Professional Personnel and provisions of the collective bargaining agreement.