2025-2026 Vacancy: Program Secretary/Secretary II - Shenandoah Valley Head Start/Early Head Start

Shenandoah Valley Head Start Consortium

Early Head Start Child Care Partnerships

Program Secretary/Secretary II

Reports To: Director

FLSA Status: NonExempt

Salary Scales

Scale 8 hours/260 Day Contract

Program Summary

Shenandoah Valley Head Start is a regional preschool program serving the communities of Augusta Bath Highland Harrisonburg Staunton and Waynesboro. SVHS is afederal grant funded program with a long standing history of success. Our mission is to providea quality preschool program that forms partnerships among families sites and communities.The program emphasizes the physical social emotional and cognitive development that is ageappropriate for children while encouraging lifelong learning and empowering families throughparent engagement.

General Definition of Work:

To provide positive public relations by prompt and courteous handling of all inquiries and visitors.

To perform skilled clerical tasks for the Director or Specialists. Provides required related work.

Work is performed under the regular supervision of the Director.

Essential Functions/Typical Tasks:

• Serves as secretary for the program; greets visitors answers telephone provides information; prepares and maintains files and records.
• Completes conference forms registrations and reservations for staff;
• Receives monthly reports from teachers:
  • Calculates time spent for Related Services for Non Federal Share
  • Balances classroom funds twice a year
  • Distributes various reports to specialists
• Supports accounts receivable (Creates Purchase requisitions receives and processes goods)
• Maintains confidential information of office related information
• Attends inservice training to improve skills and knowledge for office work
• Complies with and supports program and division regulations and policies
• Performs related tasks as assigned by Director in accordance with the program policies and practices
• Ensure compliance with all standards relative to clerical support of the program with proper documentations
• Assemble cumulative folders
• Makes daily attendance calls for all sites
• Monitors student attendance and collaborates with FCDC
• Assists in program advertising efforts. ie brochures flyers distribution of information
• Supports registrar process through Infinite Campus
• Responds to public requests for information on general program operations
• Support classrooms as needed including getting ServSafe certification
• Supports program ERSEA (Eligibility Recruitment Selection Enrollment Attendance) processes
• Other duties as assigned

Qualifications:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge Skills and Abilities:

• Ability to communicate positively with or establish ways to communicate with all families and general public served by the program.
• Acute attention to detail is imperative.
• Knowledge of school and division policies and procedures is preferred.
• Excellent communication and organization skills are required.
• Ability to establish and maintain effective working relationships with others; ability to follow oral and written instructions.
• Proven ability to work effectively in a team environment. Capable of effective planning and priority setting. Ability to manage several complex projects simultaneously while working under pressure to meet deadlines.
• Computer proficiency and technical aptitude with the ability to utilize Infinite Campus MS Excel Word and Google Suite applications is required. Ability to learn various software packages pertinent to the operations of the Head Start/Early Head Start program.
• Ability to process large volumes of documentation in an efficient and timely manner with a high degree of accuracy and attention to details.

Thorough knowledge of standard office practices procedures equipment and secretarial techniques; thorough knowledge of business English spelling and arithmetic; thorough knowledge of the organization and the functions of the Head Start/Early Head Start Programs; ability to keep involved office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to type and prepare effective correspondence on routine matters; ability to perform routine office management details without referral to supervisor; ability to establish and maintain effective working relationships with other employees and the general public and to deal with public relations problems courteously and tactfully.

Education and Experience:

Candidate must possess any combination of education and experience equivalent to graduation from high school including or supplemented by courses in office practices and procedures and clerical and secretarial experience.

Physical Demands/Requirements:

This is sedentary work requiring stooping kneeling crouching reaching pulling routine lifting up to approximately 2030 pounds grasping and repetitive motions.

Evaluation:

Performance on this job will be evaluated in accordance with school board policy and administrative regulations on evaluation of personnel.

Qualied current or previous Head Start parents are encouraged to apply. Bilingual skills are preferred. Successful completion of background checks is required upon hire including TB test and physical exam. Professional development comprehensive services general support/oversight with regulations is provided by sta in SVHS. Complete application online at.

Equal Opportunity Employer.

Revised: 5/15/2025

Approved by Policy Council:

Personnel: Program Secretary Job Description