Community Education Secretary

Job Summary:

Performs a variety of moderate to complex administrative and secretarial support functions for a department or program Director and assigned staff.

Essential Functions: as defined under the Americans with Disabilities Act, may include, but are not limited to, the following tasks, duties, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents in this class.

ESSENTIAL DUTIES AND RESPONSIBILITIES generally include the following:
The Community Education Secretary provides administrative support to the department and ensures efficient operations through the following responsibilities:

• Assists, supervises and manages daily operations of department office. Oversees and performs work related to enrollments, withdrawals, student records, student and staff absences, substitute teacher assignments, staff activities, receptionist and telephones. Prepares a variety of reports and records associated with regulatory and student tracking.
• Ability to multi-task in a fast-paced environment
• Maintains records for AzDHS, DES, and Quality First.
• Monitors fees and past-due accounts for community education programs
• Processes reimbursements for DES subsidies.
• Maintains calendars, schedules meetings, reserves meeting sites, and manages logistics.
• Communicates new or updated information to staff.
• Schedules interviews and conducts reference checks.
• Processes payroll actions and maintains related documentation.
• Responds to inquiries from staff, vendors, contractors, parents, students, and community members.
• Maintains and updates files, records, and databases.
• Processes and monitors confidential agreements, contracts, and applications.
• Tracks and records received funds, receipts, and deposits.
• Processes requisitions and monitors expenditures.
• Maintains office and program supplies.
• Performs other duties as assigned or required.

KNOWLEDGE AND SKILLS:

• Familiarity with applicable federal, state, county, and city statutes, regulations, and ordinances.
• Understanding of Arizona Department of Health Services Child Care Licensure and Department of Economic Security regulations.
• Knowledge of Peoria Unified School District policies and procedures.
• Proficient in Microsoft Word and Excel.
• Experience with Synergy, Time Clock Plus, and iVisions.
• Skilled in operating personal computers and office equipment.
• Strong understanding of customer service principles and office operations.
• Knowledge of business English, grammar, spelling, and correspondence preparation.
• Ability to prepare regulatory reports, files, and correspondence.
• Skilled in managing confidential files, records, and databases.
• Knowledge of bookkeeping, accounting, and grant fund accounting.
• Ability to assign and review work of volunteers and staff.
• Effective in establishing and maintaining professional relationships with stakeholders.

MINIMUM QUALIFICATIONS: A High School Diploma or GED, AND two years of experience in a professional office; OR any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
OTHER REQUIREMENTS:

• Must possess or obtain an Arizona IVP Fingerprint Clearance Card.
• Must be able to pass a background clearance check.
• May be required to work outside normal working hours.
• May be required to possess and maintain a valid Arizona driver license.
• Must be able to keyboard (type) 60 WPM