TRAVEL REQUIREMENTS

Travel required between preschools and to purchase supplies

Knowledge, Skills, and Abilities

• Ability to describe problems and work orally or in writing to supervisor as required
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work
• Ability to carry out instructions furnished in written or oral form
• Ability to add, subtract, multiply and divide, and perform arithmetic operations
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Power point, the Internet, Outlook, electronic mail)
• Ability to problem solve job-related issues
• Ability to work with a diverse group of individuals
• Ability to process paperwork accurately according to standardized procedures
• Ability to maintain confidentiality of information regarding students, employees and others
• Organizational and time management skills
• Knowledge of office management procedures

POSITION PURPOSE

Under the direct supervision of the Director of Early Childhood or other school administrator, to provide clerical, secretarial and administrative assistance to school administrators for Universal Preschool Colorado (UPK), preschool locations, conveying information regarding preschool functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

Essential Functions

• Composes documents (e.g., notices, correspondence, bulletins, reports, newsletter, handbooks) for director or other school administrators for the purpose of requesting or providing information about school and work-related matters, activities, events, etc.
• Assists in planning and scheduling preschool events and activities, and maintaining calendar of preschool and students’ events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, assemblies, conferences, etc.
• Maintains UPK documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance
• Prepare purchase orders for the purpose of submitting to the school district’s accounting/finance office
• Maintains inventories of supplies and materials for the purpose of ensuring items’ availability sometimes physically shopping for items at stores
• Delivers supplies and materials to all preschool locations
• Assists visitors to the office, including students, parents, substitute teachers, and others
• Answers telephone calls and provides information and assistance to callers
• Distributes incoming mail appropriately; sends outgoing mail as needed
• Schedules appointments with students, parents and teaching staff or others as requested
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution
• Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into the computer system regarding enrollment and student records (e.g., transportation, attendance, withdrawals) including both the UPK Bridgecare system and Infinite Campus systems and reconcile the state and local information systems
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
• Serves as liaison with outside organizations (e.g., transportation, food service, suppliers) for the purpose of coordinating the scheduling of deliveries, activities, etc.
• Creates and maintains spreadsheets for class placement balance of UPK students and special education students
• Communicates with the UPK Local Coordinating Organization (LCO)
• Coordinates with community preschool partners for student placement
• Supports and updates early childhood website page
• Covers for preschool paraprofessionals in the case of staff shortages
• Finds substitute coverage for teachers if needed (primarily done by director)
• Supports Student Information System administrator
• Create Purchase Card (Pcard) transaction envelopes

ADDITIONAL DUTIES

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the preschool
Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Confidential Information

• Staff members shall not access, receive, transmit or retransmit material regardingstudents, parents/guardians or district employees that is protected by confidentialitylaws.
• If material is not legally protected but is of a confidential or sensitive nature, great careshall be taken to ensure that only those with a “need to know” are allowed access tothe material.
• Staff members shall handle all employee, student, and district records inaccordance with applicable district policies.
• Staff members who intentionally disclose student records, other confidential student information and/or district information may be subject to disciplinary action, up to and including termination