Job Description

We are looking for a Program Secretary to join our amazing team! The Program Secretary provides front desk telephone coverage, greets visitors, relays messages, manages student files, and provides general administrative support.

General Responsibilities:

Provides a professional and welcoming first impression to visitors of Crossroads School. Contributes to a positive and professional work environment. Maintains a well-organized workspace. Performs other duties as requested by supervisor(s). Adheres to the Crossroads Employee Handbook.

Job Responsibilities:

Make arrival and dismissal announcements over intercom system. Provides front desk and telephone coverage. Manages the 295DLB calendar (staff & student attendance) and maintains time-off on the school-wide calendar. Answers telephone calls promptly, and takes messages, screens calls, and direct calls as needed. Ensure knowledge of Emergency Response Plan and keeps reception "Go Bag" up to date. Prepares materials for meetings as needed. Takes inventory and creates purchase orders to maintain all school office supplies. Provides excellent customer service to parents, staff, visitors, and public-school personnel. Assists with mailings of Crossroads correspondence, including IEPS and Progress Reports. Records, and files student IEPs, progress reports, monthly attendance, and other important documents. Assists Accounting department with student attendance every month that is sent out to districts. Runs reports from Salesforce for pick-up authorization forms. Provides support for conference room assignments and calendar management for school meetings. Sorts and distribute incoming mail and coordinates mail/check pick up with Hudson office staff. Creates/keeps attendance sheets daily and sends daily AM/PM staffing attendance report. Records and reports all Protective Measures in Salesforce when notified by staff. Maintains and take inventory for weekly Student Meal Program Order and Deliveries. Manage Student File Records, Student File Tracking Sheet, and School Records in File Room. Ensuring student files are up to date and purging terminated student files, when needed. Coordinates and maintains Van calendar sign out log for community trips and field trips. Keeps laminated van sign out forms up to date. Maintains and stocks coffee cart supplies for student vocational tasks. Assists Executive Assistant in preparing for the monthly Student of the Month Ceremonies, and sends out write ups to LSETs to send to parents of recipients of the Student of the Month. Creates graduation, and Student of the Month Certificates using Canva Program. Maintain decorating the front lobby with student artwork/updating the lobby bulletin board and calendar each month. Records student data via Sum Sheets for Senior Clinical Director. Maintains downstairs Staff Cafe and organizes weekly staff fridge cleanings by classrooms. Assists with planning and execution of school events (i.e. Open House, Halloween, Thanksgiving Celebration, etc. Helps with special projects for administration, when needed. Performs any other light duties as assigned by supervisor(s).

Information Management Responsibilities:

Maintains daily bus line attendance and dismissal documents, updating daily with after-school schedule, and updates as needed. Coordinates processes and checklists for new students and students transitioning out of Crossroads with Admissions Coordinator. Maintains an updated file of contact information for the transportation companies and student guardians. Ability to use a printer to send important documents and fax documents.

School Security Responsibilities:

Opening building at 7:00am and securing the building at 3:00pm. Follow procedure for emergency situations. Reports uninvited visitors immediately. Operates the Raptor Visitor ID system. Monitors movements of staff and students in and out of the building. Keeps updated lists of parent, student, staff, and district contact information including emergency contacts.

Communication:

Liaison between transportation, parents, and classroom staff. Maintains communication with zone staff during arrival and dismissal and contacting providers, as needed. Follow lines of communication specified in the Organizational Chart. Share relevant information with colleagues and supervisors. Asks questions when something is unknown or unclear. Actively recognize the accomplishments and contributions of others. Accept performance feedback gracefully. Check and respond to email daily. Practice confidentiality and maintain a high standard of ethics. Show support for Crossroads.

Attendance, Participation, and Timeliness:

Demonstrates punctuality and an appropriate attendance record. Complete timecards according to protocol. Meets assigned deadlines with minimal prompts. Attends and actively participates in meetings. Attends monthly in-service training courses, as needed.

Educational and Experiential Requirements:

College graduate or associate's degree preferred, High school diploma required.

Skill and Ability Requirements:

Ability to maintain focus in a high traffic, high volume area. Excellent interpersonal skills, initiative, and reliability. Ability to maintain confidentiality and exercise discretion. Ability to always exhibit professional behavior and good judgment. Ability to prioritize tasks as required. Ability to interact well with children with autism. Strong basic computer skills - Outlook, E-mail, Word, Excel required. Strong verbal skills. Strong organizational skills with attention to detail and accuracy. Knowledge of customer service skills principles and practice. Ability to help plan Organization-Wide Events.

Physical Requirements:

Ability to sit, stand, bend, communicate, type, for extended periods of time.

7am - 3pm