Program Secretary

The Program Secretary plays a vital role in supporting the daily administrative operations of our Promise Preschool serving children with intellectual and developmental disabilities. This position ensures compliance with the New York State Office of Children and Family Services (OCFS) and SED regulations, maintains accurate records, and provides clerical support to staff, families, and external agencies. 

ESSENTIAL RESPONSIBILITIES

Role responsibilities include but are not limited to the following:

• Maintain accurate student records, attendance logs, and documentation in accordance with OCFS and SED regulations.
• Assist in preparing and submitting required reports, licensing documentation, and compliance records.
• Ensure confidentiality and proper storage of student files, medical records, and incident reports.
• Support staff with scheduling, calendar management, and daily operations.
• Serve as the first point of contact for parents, staff, and external agencies.
• Answer and direct phone calls, emails, and in-person inquiries professionally and promptly.
• Distribute school announcements, newsletters, and compliance notices as needed.
• Assist families with enrollment paperwork, regulatory forms, and program information.
• Organize and maintain office files, records, and required licensing documentation.
• Order and maintain office and classroom supplies within budget guidelines.
• Assist in coordinating staff training sessions, meetings, and professional development tracking.
• Ensure all forms, including medical clearances, emergency contacts, and staff certifications are up to date.
• Process invoices, tuition payments, and billing-related inquiries.
• Maintain financial records related to student services and OCFS and SED compliance requirements.
• Assist in coordinating grant or funding-related documentation, if applicable.