Secretary - GSRP Preschool

Position Type:Secretarial/Clerical/SecretaryDate Posted:4/2/2026Location:Evergreen ElementaryDate Available:05/04/2026Closing Date:Until FilledPosition: Secretary II - GSRP Preschool SecretaryLocation/School: Evergreen Elementary / GSRP PreschoolPosting Dates: Internal / External April 2-13 or until FilledReports To: Preschool CoordinatorDate of Employment: May 4, 2026Terms of Employment: Full-time School Year schedule plus two weeks before and two weeks after the school year. This is a link to the APS Secretarial Agreement.Compensation: Per APS Secretarial Agreement, based on Secretary II placement and experience.Position PurposeThe GSRP Preschool Secretary provides high-level clerical, organizational, and program support for the district's preschool and Great Start Readiness Program (GSRP). This position supports enrollment, registration, student records, pupil count processes, reporting, office operations, family communication, and compliance tasks related to preschool programming. The Secretary serves as an important liaison between preschool families, staff, the Early Childhood Center office, pupil accounting, and district departments while helping maintain a positive, welcoming, and efficient office environment.Qualifications & RequirementsHigh school diploma required.Associate degree in Early Childhood Education, Child Development, CDA, or related field is preferred but not required.Ability to learn and effectively use student and state reporting systems, including Infinite Campus, MiECC, MCIR, and related databases.Experience with GSRP, Great Start to Quality, Michigan Child Care Licensing, MiRegistry, ASQ, PELI, Creative Curriculum, and/or Teaching Strategies GOLD preferred.Minimal 2 years of classroom or child care experience specifically with 3-5 year olds.Minimal 2 years experience with a licensed child care setting.Minimal 2 years experience working with families, being a family advocate, support.Strong computer skills, including proficiency with Microsoft Office and Google platforms.CPR/First Aid certification preferred or willingness to obtain.Excellent organizational skills, accuracy, confidentiality, and multitasking ability.Strong written and verbal communication skills and professional phone/customer service skills.Must be able to clear required fingerprinting/background checks.Must be able to work occasional evenings, as needed.Essential Job Responsibilities & FunctionsEnrollment, Registration, and Student RecordsRegister new preschool students and ensure all required forms and documentation are completed, including proof of residency, immunization records, and other required enrollment materials.Work with the registrar and ECC office to create preschool enrollment/registration packets and track registration of new students.Maintain filing systems for registration documentation and preschool/GSRP student records.Prepare, receive, and transfer student records to other schools, as needed.Maintain GSRP student records and Child Information Records in accordance with program requirements.Communicate with school staff and administration regarding new registrations and withdrawals.Reporting, Compliance, and Data ManagementAssist with state, county, and federal reporting requirements, including MiECC, pupil count, immunization, attendance, and related preschool/GSRP reporting.Collect, input, verify, and maintain accurate data for required program reporting and evaluation.Support October and February state aid count day processes and collaborate with the pupil accountant on GSRP enrollment and pupil count.Maintain preschool attendance and weekly illness reporting to the Ottawa County Health Department.Enter and review immunization records in MCIR to maintain Michigan Child Care Licensing compliance.Assist with maintaining MiRegistry, ASQ, PELI, and other required GSRP data systems.Run reports related to licensing, compliance, enrollment, and program requirements.Office Operations and Program SupportAnswer, screen, and direct calls in a professional manner.Create a positive and welcoming office environment for families, staff, and community members.Perform general office duties including keyboarding, copying, distributing mail, maintaining files, record keeping, operating office machines, and responding to public inquiries.Multitask throughout the day to support efficient office operations and customer service.Prepare, copy, and distribute correspondence on behalf of the Preschool Coordinator.Support the Preschool Coordinator and GSRP team with program operations, compliance timelines, paperwork, and other duties as assigned.Assist with receiving and distributing supplies to classroom teachers and help maintain inventories.Assist with GSRP professional development, data review, staff paperwork, family handbooks, and classroom/program records.Family, Staff, and Student SupportCommunicate by phone and in writing with staff, parents, and community members.Follow up with families regarding daily student attendance concerns, reminders, and enrollment needs.Serve as a liaison between Preschool programs, district pupil accounting, the ECC secretary, and other departments.Support preschool and GSRP classrooms and families as needed.May assist in classrooms as needed.Support staff with compliance-related timelines and paperwork and related documentation.Dispense medication to students in accordance with district requirements and training, as assigned.Knowledge, Skills, and AbilitiesStrong working knowledge of office procedures, clerical systems, and recordkeeping practices.Ability to manage multiple priorities with accuracy and attention to detail.Ability to maintain confidentiality regarding students, families, and staff.Ability to build positive relationships with preschool families, staff, and community partners.Ability to work independently, solve routine problems, and support efficient operations.Ability to learn state and district reporting systems and maintain compliance deadlines.Ability to contribute to a child-centered, family-friendly, and team-oriented preschool environment.Other DutiesPerforms other related tasks as assigned by the Preschool Coordinator, building administration, Superintendent, or other central office administrators as designated by the Superintendent.Maintain regular, reliable attendance.Use standard office equipment such as computers, printers, copiers, and telephones.Travel to district buildings, meetings, or training as required.Physical and Mental Demands, Work Hazards:Work in standard office and school building environments.ADA Requirements: The physical demands, work environment factors, and mental functions described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Physical Demands: While performing the duties of this job, the employee is required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, talk, hear (in a quiet or noisy environment), taste and smell. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust/focus.Work Environment: The noise level in the work environment is usually loud to moderate.Mental Functions: While performing the duties of this job, the employee is required to compare, analyze, communicate both orally and in writing, copy, coordinate, instruct, compute, synthesize, evaluate, use interpersonal skills, compile, and negotiate.Additional BenefitsThis position offers benefits in accordance with the APS Secretarial Agreement and district policy.Method of Application: Frontline / ApplitrackContact Person: Dawn Koekkoek (koekkoekdaw@apsfalcons.net)Preschool CoordinatorFLSA Status: Non-ExemptAPPLICATIONS: SUBMIT AN APPLICATION, INDIVIDUAL COVER LETTER AND RESUME THROUGH THE ONLINE APPLITRACK/FRONTLINE APPLICANT CENTER.NO HARD COPY APPLICATIONS WILL BE ACCEPTED VIA MAIL OR HAND DELIVERY.Visit the district website: https://www.allendale.k12.mi.us/Allendale Public Schools does not discriminate on the basis of race, color, national origin, sex, disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category (collectively, Protected Classes) in its programs and activities, including employment opportunities. All qualified applicants will receive consideration for employment in accordance with applicable federal, state, and local law.Attachment(s):GSRP Preschool Secretary II Posting (2).pdf