WAHLUKE SCHOOL DISTRICT
JOB SUMMARY AND DESCRIPTION OF TASKS
POSITION PENDING BOARD APPROVAL
POSITION TO BEGIN IMMEDIATELY
Position: ECEAP PRESCHOOL Secretary I - Lead Secretary
Classification: Representation available by Public School Employee (PSE) Union Classified;FLSA Non-Exempt
Reports to: Building Principal
Terms of Employment: Classified Secretary I Salary Schedule, Non-Exempt position;
203 workday contract + 11 paid holidays; 8 hrs/day; workdays will be prorated depending up start date
Benefits: Benefits offered by SEBB (School Employee Benefit Board): Medical, Dental, Vision, Basic life Insurance, Basic Accidental Death and Dismemberment insurance. Retirement administered by Washington State Department of Retirement Systems (DRS). Paid Sick Leave, Personal Leave, Bereavement Leave
Basic Function: This position is responsible to organize and manage the operation of the school office, to provide and coordinate a variety of activities; serve as secretary to the preschool director; assist with department supervision and direction; greet and provide services to students, staff, parents, and the public; accurately maintain a wide variety of records using independent judgment within generally defined methods, practices and procedures;compile and submit a variety of state and federal required reports. May coordinate and distribute duties of personnel assigned to the office; assign and review work of student office assistants and community volunteers; manage special projects. Maintain staff attendance and prepare payroll documents. Coordinate with substitute specialist as needed. Monitor program budgets and provide information concerning current balances upon request; perform or assign the processing of requisitions, purchase orders. Monitor and issue building keys as necessary. Provides basic first aid medical care and administers medication as authorized to ill or injured students. Perform clerical and reception work, bookkeeping, filing, scheduling. Assist in meeting student educational and social and emotional needs in the overall school environment.
This position is responsible for coordinating and supporting the daily administrative operations of the Early Childhood Education and Assistance Program (ECEAP), Migrant Preschool, and other district preschool programs. The Lead Preschool Secretary serves as the primary administrative support for the Preschool Director and Early Learning administrative team while ensuring compliance with Washington State Department of Children, Youth, and Families (DCYF) ECEAP Performance Standards, district policies, and state and federal reporting requirements.
The position requires extensive knowledge of early learning enrollment, eligibility, attendance, family records, child health documentation, program compliance, and multiple state reporting systems. The Lead Secretary maintains confidential student and family records, coordinates enrollment and waitlists, supports licensing and monitoring visits, prepares required reports, and serves as a liaison between families, district departments, and community agencies.
Typical Work:
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Perform general and technical clerical work, bookkeeping, prepare requisitions, filing, scheduling and answering telephone.
- Proficiently operate office equipment including computers, adding machines, copiers, FAX and intercom, cash receipting, and other machines.
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Provide receptionist duties by providing excellent customer service in answering the phones and assistance to the staff and public.
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Coordinate the day to day operations of the office.
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Attend to students in a kind and caring manner.
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Assist principal with building supervision and direction.
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Support the management of student learning plans.
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Greet students, parents, staff and the public; answer a wide variety of telephone and in-person inquiries, promote positive public relations for the district.
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Utilize substitute management system and sub coordinator to ensure daily sub needs are met; greet and orient substitutes to the building; provide keys, lesson plans and other assistance as needed.
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Organize office operations, in an efficient and effective manner. Independently performs tasks involving personnel, budgeting, and facilities and makes related decisions within scope of authority, often in the supervisor's absence. Assists in developing office procedures and policies; establishes and maintains record keeping systems. May coordinate and assign task to others.
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Assist building personnel as needed.
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Access the State and other information system for entry and retrieval of information.
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Input and maintain a variety of detailed program records such as budgets, student counts, enrollment, attendance and other administrative records for legal compliance including grant and programs, compile data and perform calculations; track deadlines and prepare a variety of reports and responses accurately. Compile or assign the creation and processing of district, state and federal reports
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Assist in budget tasks. May prepare and process requisitions and purchase orders for the school and ASB following District procedures;order supplies, materials and equipment; process, stock and distribute materials, maintain accounting books, track expenditures and prepare budget reports;
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Serve as secretary to the principal; duplicate and distribute materials, screen calls, maintain appointment calendar, schedule meetings; scribe and prepare meeting notes, attend to mail, make non-instructional decisions as needed during the principals absence.
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Compose, format, type, edits and proofread a wide variety of correspondence, memoranda, newsletters, bulletins, forms, reports, records and other materials may include maintaining building website; at times based on limited instructions or review. Documents may be confidential in nature.
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Provide basic first aid medical care and administer medication as authorized to ill or injured students. Assess need for emergency assistance or parental contact.
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May supervise students in the office related to medical care, monitor behavior, refer problems to administrators, counselors, teachers or specialists as appropriate.
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Treat all matter of school business and personnel as confidential.
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Communicates and works effectively, cooperatively, positively and politely with students, staff and community to maintain a safe school and caring learning environment.
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Establish and maintain filing of detailed records including the updating, transferring and purging of files as per State records retention and other required procedures
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Complete reports in a timely manner.
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Maintain staff attendance and prepare building level payroll records.
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May require knowledge of or ability to learn ASB financial procedures including receiving and receipting money and preparing deposits.
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Requires monitoring and actions to comply with student attendance mandates.
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Assists students by coordinating or performing new student registrations within the building, issuing/tracking student absences and admittance slips, communicating with transportation department.
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Assist other personnel as may be required to ensure an efficient and effective work environment.
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Coordinate and provide guidance to student assistants and volunteers.
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Understand district policy that affects the job and the building.
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Distribute mail.
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Maintains and updates inventories of supplies, books, furniture and equipment.
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Model appropriate and cooperative behavior, including protecting confidential information.
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May interpret and provide translations as needed if bilingual.
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Other duties as assigned.
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Coordinate ECEAP enrollment and registration processes in compliance with DCYF eligibility requirements.
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Verify family eligibility documentation, income verification, residency documentation, and required enrollment forms.
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Maintain accurate enrollment, recruitment, and waitlist records.
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Assist families in completing enrollment packets and required documentation.
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Ensure all required documentation is completed prior to student enrollment.
Maintain accurate records utilizing multiple early learning data systems including but not limited to:
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ELMS (Early Learning Management System)
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DCYF Provider Portal
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Teaching Strategies GOLD (TS GOLD)
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ASQ Online
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WaKIDS (as applicable)
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Skyward Student Information System
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ChildPlus or other approved preschool management systems (if implemented)
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State licensing databases and reporting systems
Ensure timely and accurate data entry and reconciliation between district and state systems.
Assist the Preschool Director in maintaining compliance with:
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Washington State ECEAP Performance Standards
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DCYF licensing requirements
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Health and Safety regulations
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Child records compliance
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Family support documentation
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Attendance requirements
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Audit preparation
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Monitoring reviews
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Records retention requirements
Prepare documentation requested during monitoring visits, audits, and program reviews.
Monitor daily attendance for all preschool programs.
Generate attendance reports required for:
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ECEAP
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Migrant Preschool
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District reporting
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Grant reporting
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Monthly enrollment verification
Communicate attendance concerns with Family Support Specialists and administrators.
Provide excellent customer service to families by:
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Assisting with preschool registration
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Scheduling developmental screenings
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Scheduling family conferences
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Coordinating interpreter services when needed
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Referring families to Family Support Specialists
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Assisting families in understanding preschool program requirements
Maintain student health records including:
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Immunization records
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Health screenings
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Dental screenings
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Vision and hearing documentation
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Medication records
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Emergency information
Track compliance deadlines and notify appropriate staff regarding missing documentation.
Assist with:
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Preschool classroom supply ordering
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Grant purchasing
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Inventory management
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Playground inspections documentation
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Classroom licensing documentation
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Technology inventory
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Family engagement event coordination
Assist the Preschool Director with:
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ECEAP grant documentation
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Purchase requisitions
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Budget monitoring
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Monthly grant expenditures
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Financial tracking
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Inventory documentation
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Federal and state grant reporting
Coordinate administrative support for:
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Family Support Specialists
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Early Learning Coaches
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Preschool Teachers
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Paraeducators
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Specialists
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Community partners
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Substitute staff
Additional Knowledge and Skills
Knowledge of:
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Washington State ECEAP Performance Standards
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DCYF Licensing Requirements
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Early childhood education regulations
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Preschool enrollment procedures
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Family eligibility requirements
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FERPA and confidentiality requirements
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Child health documentation requirements
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State reporting systems
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Grant-funded preschool programs
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Office management principles
Ability to:
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Manage multiple state reporting deadlines simultaneously.
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Maintain highly confidential family information.
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Interpret ECEAP eligibility regulations.
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Work effectively with families from diverse cultural and linguistic backgrounds.
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Organize large volumes of compliance documentation.
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Learn new state reporting systems and software quickly.
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Work independently while managing multiple priorities in a fast-paced preschool environment.
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Establish positive relationships with families, community partners, and district staff.
Qualifications:
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High School diploma or G.E.D., college level coursework strongly preferred.
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Record of strong customer service and organization skills.
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Demonstrated competency as measured through a basic skills test.
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Education, training, skills and experience necessary to carry out the assignment;
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Successful school secretary or office management experience preferred
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Bilingual Spanish fluency required.
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Excellent written and oral communication skills required. Skill in correct grammar, spelling and English usage; ability to compose and format correspondence.
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Understanding/knowledge of accounting or bookkeeping procedures and experience preferred.
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Experience with children or students in an educational setting and / or evidence of an interest in supporting learning experiences preferred.
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Ability to organize and set priorities for work for self and office staff. Must be able to train, assign and review the work of others.
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Proficiently operate office equipment including computers, adding machines, copiers, FAX and intercom, cash receipt. High level keyboarding and data entry skills.
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Ability to understand and execute verbal and written instructions, policies, and procedures.
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Knowledge of general secretarial procedures.
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Ability to work with a high degree of accuracy and attention to detail to meet deadlines.
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Proficient in the application of general computer software and experience or ability to learn school-based data programs.
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Communicate and work effectively and positively and politely with students, staff and community.
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Desire to be a role model and to interact positively with students.
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Ability to lift up to 20 lbs occasionally.
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Valid First aid/CPR card or ability to obtain first aid card.
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Established record of dependability, flexibility, and regular attendance.
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Ability to attend trainings as required which may include out of district or overnight travel.
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Model appropriate professional behavior.
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Ability to maintain confidentiality.
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Ability to solve practical problems, apply appropriate judgment and deal with a variety of situations where only limited standardization exists.
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Ability to work effectively under pressure.
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Ability to work as a team member, in a flexible, cooperative and helpful manner with a focus on resolving problems and meeting needs.
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Ability to maintain confidentiality of student and district records required.
Preferred Qualifications
In addition to the qualifications listed above:
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Three years of increasingly responsible administrative experience, preferably in an early childhood or educational setting.
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Experience working with DCYF ECEAP programs..
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Experience utilizing ELMS, Teaching Strategies GOLD, Skyward, ASQ Online, and other early learning data systems preferred.
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Experience with grant-funded programs and state compliance reporting preferred.
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Knowledge of Washington State preschool licensing requirements preferred.
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Experience coordinating enrollment, eligibility determination, and waitlist management.
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Experience maintaining confidential child and family records.
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Bilingual English/Spanish preferred.
Additional Certifications: Required to complete and obtain upon hire
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Current First Aid/CPR certification (or ability to obtain upon hire)
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Bloodborne Pathogens training
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Washington State Mandated Reporter training
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ECEAP Orientation (within required timeline)
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DCYF MERIT account established
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Background clearance through DCYF and Washington State Patrol
Physical Requirements: This position typically requires: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, finger dexterity, grasping, talking, hearing, seeing, and repetitive motions. Medium Work: Ability to lift up to 50 pounds occasionally with assistance, and/or up to 20 pounds frequently, and/or up to 10 pounds constantly to move can carry objects. Incumbents may be subjected to moving mechanical parts, odors, chemicals, extreme temperatures, inadequate lighting, workspace restrictions, and intense noises.
The Wahluke School District complies with all federal and state rules and regulations and does not discriminate on the basis of race, ethnicity, religion, creed, color, sex, sexual orientation including gender identity or expression, national origin, immigration or citizenship status, homelessness, the presence of any sensory, mental, or physical disability, neurodivergence, or the use of a trained dog guide or service animal by a person with a disability, age, or honorably discharged veteran or military status. This holds true for all programs and services. The District provides equal access to the Boy Scouts and other designated youth groups. Inquiries regarding compliance and/or grievance/complaint procedures may be directed to the school district’s Civil Rights Coordinator at [email protected]; Title IX Director at [email protected] or (509)932-4477; Section 504/ADA Coordinator, at [email protected] or (509)932-4565 or by mail at 411 E. Saddle Mt. Dr., Mattawa, WA 99349.
