Secretary, Early Development and Learning Resources (Located in John G. Townsend Building, Dover)
Reports to: Director, Early Development and Learning Resources
Date of Employment: Approximately December 17, 2012
Closing Date for Application: November 26, 2012
Description of Position:
This position is classified as a Secretary and is a member of the Early Development and Learning Resources Group within the Teaching and Learning Branch. This position will be under the supervision of the Director for the Early Development and Learning Resources Group.
- Provide secretarial support as assigned by the Early Development and Learning Resource Work Group to include: Delaware Early Childhood Council, Interagency Resource Management Committee, Parents As Teachers, Head Start Collaboration Office, Qualification Management for Delaware Practitioners in Early Childhood in the completion of their duties.
- Perform computer related operations.
- Creating, composing, editing, printing, saving and retrieving computer-generated documents;
- Data management, creating tables, merging files and using electronic mail; and
- Maintain calendar on Outlook.
- Coordinate and schedule meetings including room reservations, meals, associated budget accounting and typing/mailing agendas and notices.
- Prepare correspondence, memos, reports, meeting minutes and other written materials as necessary. This may include large mailings, which would involve preparation of original documents, duplication and assembling the packets for mailing.
- Prepare such documents as out-of-state and in-state travel arrangements and expenses for Education Associate and Educational Specialist.
- Provide financial accountability support for budgets for which the Education Associate and Educational Specialist are responsible. This involves being familiar with and following the internal accounting control procedures of the Department.
- Maintain appropriate files in compliance with Department requirements and procedures.
- Communicate effectively with the public, staff, students, parents and child care providers.
- Maintain financial documents in First State Financial System. Prepare purchase orders, payment vouchers, contracts, statement of agreements, memorandum of understanding, reimbursement, credit card reconciliation, mini and sub grants.
- Communicate to child care providers qualification process and requirements;
- Report status of application to child care providers and administrators;
- Direct child care providers to training opportunities; and
- Discuss with trainers approval paths.
- Oversee day-to-day process for early childhood qualification applications.
- Record applications received;
- Preview qualification against licensing requirements;
- Research information as needed;
- Record decisions; and
- Maintain qualification information (DPEC).
- Prepare certification for training attendees including creating and mailing certificates, maintain records of attendees.
- Compile monthly, quarterly, yearly statistics on early childhood qualifications.
- Greet visitors, answer telephones and/or questions and direct them appropriately.
- Perform other duties as assigned.
7. Essential Qualifications and Skills:
- A high school diploma or GED with training and experience in word processing, spreadsheets, filing, record keeping, bookkeeping, and general office procedures
- Ability to perform responsibilities with minimal supervision
- Capable of setting priorities and working under pressure
- Excellent communication skills, handling questions and concerns with speed and professionalism
- Excellent interpersonal skills and the ability to deal with staff in a tactful, congenial and personal manner
- Extensive knowledge of the Department and know who the key personnel are, both internal and external, and understand the Department’s organizational objectives
- Experience with State financial management systems preferred
- Experience with budget management and basic accounting procedures preferred
- Discretion and confidentiality are essential.
Salary will be computed on the basis of experience and training and in accordance with salary schedules for employees of the Department of Education. Direct deposit of payroll checks is a condition for state employment and employees are paid on a lag pay schedule with the first payment made after approximately one month of employment.
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 Secretary 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.
Mary L. Cooke, Esq.
Human Resource Office
Delaware Department of Education
401 Federal Street
Dover, Delaware 19901
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, marital status, disability, age or Vietnam Era veteran’s status in employment or its programs and activities.