Close Date:
09/22/2018

Title of Position: Secretary, Office of Early Learning

Reports to: Education Associate for Early Head Start Child Care Partnership

Description of Position:


The Early Head Start-Child Care Partnership (EHS-CCP) Secretary will provide administrative support to staff and contractors supporting the EHS-CCP program. This position performs a wide range of secretarial duties for the Office of Early Learning. The Secretary deals with a diverse group of customers as well as internal contacts at all levels of the organization.

Major Responsibilities:

• Provide secretarial support to assigned staff in the Office of Early Learning
• Perform general secretarial duties to include but not limited to: photocopying, scanning, email correspondence and management, faxing, mail distribution and filing.
• Create and modify various documents and spreadsheets using Microsoft Office.
• Maintain Outlook calendars in current and accurate status.
• Coordinate meetings and web meetings or conference calls as needed, including handling technology needs, room reservations, meals, associated budget accounting and creating/mailing agendas and notices.
• Prepare meeting materials and assist with the development of PowerPoint presentations.
• Record minutes at various meetings and distributes and archives them appropriately.
• Coordinate large mailings.
• Maintain appropriate files in compliance with Department requirements and procedures.
  
• Maintains and monitors budget and expenditure data
• Maintain financial documents in the First State Financial System. Prepare purchase orders, payment vouchers, contracts, statement of agreements, memorandum of understanding, reimbursement, credit card reconciliation, mini and sub grants.
• Provide financial accountability support for budgets for which the Education Associates are responsible. This involves being familiar with and following the internal accounting control procedures of the Department.
• Coordinate travel arrangements and prepares financial documents related to the travel and expenses for staff as needed.

• Communicate effectively with the internal and external stakeholders
  • Answer phones promptly and use good judgment to prioritize the distribution of messages in a timely manner.
  • Greet visitors, responds to questions and direct them appropriately.

• Perform all other related duties as assigned.

Essential Qualifications and Skills

Education: High school diploma or GED; some college coursework or business vocational school education preferred

Skills:

• Experience in word processing, filing, record keeping and general office procedures
• Must be computer savvy and proficient in Microsoft Excel and Outlook
• Excellent interpersonal skills and the ability to deal with customers and staff in a tactful, congenial and personal manner
• Strong sense of urgency and problem solving skills
• Excellent written and verbal communication skills
• Must be capable of setting priorities and working under pressure
• Must be detail-oriented with good analytical skills
• Must be extremely organized, with strong multi-tasking and time-management skills
• Ability to handle sensitive information with the highest degree of integrity and confidentiality
• Experience with State financial management systems preferred
• Experience with budget management and basic accounting procedures preferred

Salary:

Salary will be computed in accordance with the experience and training of the individual selected and in accordance with salary schedules for employees of the Department of Education. Direct deposit of payroll checks is a condition of state employment, and employees are paid on a lay pay schedule with the first payment made after approximately one month of employment.

Notes:

This position is funded by the Early Head Start-Child Care Partnership Expansion grant awarded from March 2017 through August 2021. The continuation of this position beyond 2021 is expressly contingent in each succeeding fiscal year upon the availability of sufficient funds from state, federal, and/or appropriated special funds, and further contingent upon state allocated full-time equivalent (F.T.E.) authorizations in succeeding fiscal year budgets of the State of Delaware.

A criminal background check is required. The successful candidate must demonstrate during the interview process an understanding of diversity, educational equity and multicultural education. This job description is not intended to be an all-inclusive list of duties and standards of the position. The selected candidate should expect to perform any other related activities needed to deliver the position's key duties and responsibilities and follow any other instructions as defined by his/her supervisor.

The Delaware Department of Education is an equal opportunity employer. It does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, genetic information, marital status, disability, age or Vietnam Era veteran's status in employment or its programs and activities. Inquiries should be directed to the Department's Human Resource Office, 401 Federal Street, Suite 2, Dover, Delaware, 19901, Telephone No. (302) 735-4030.

A person may not be employed by a public school employer in any position requiring licensure and certification if the person does not meet licensure and certification requirements established under Chapter 12 of [Title 14 of the Delaware Code]..., except pursuant to a license extension and/or emergency certificate issued pursuant to Chapter 12. See 14 Del. C.§ 1313.

Direct deposit of paychecks is a condition of employment for all new employees hired after December 31, 1995

Use of any published data or content on this web site is prohibited without the written consent of the Delaware Department of Education.