CLASS TITLE: SECRETARY - Federal Programs EDUCATION AND EXPERIENCE: Any combination equivalent to; high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and two years of increasingly responsible secretarial and clerical experience. BASIC FUNCTION: Perform advanced-level secretarial duties requiring independent judgment and analysis for a District Director, Assistant/Associate Superintendent, or coordinator of a District-wide program or function; plan, organize, and coordinate office activities and communications for Federal Non-Competitive grants to relieve the supervisor of routine administrative and clerical details. REPRESENTATIVE DUTIES:
- Serve as secretary to a Director, coordinator, or other administrator of a District-wide program or function; plan, organize, and coordinate activities to relieve the administrator of routine clerical details.
- Interview and screen callers and visitors, including students, teachers, administrators, parents, vendors, and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning District policies, procedures, and established regulations.
- Communicate with parents and District personnel on confidential or sensitive issues; screen incoming calls to gather and exchange information.
- Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters, and notices; prepare Board agenda items and related materials as assigned; compose correspondence or prepare from rough draft.
- Research and compile information and compute statistical data for Federal reports and special projects as assigned which include, but are not limited to: Declaration of Participation, applicable assurance documentation, GMAP reporting and applications, Comparability Report, and audit compliance reporting.
- Provide on-going and timely communication with principals, parochial principals, and participating homeschools regarding budget, allowable expenses, and documentation as is required by Federal non-competitive grants.
- Establish budgets in MUNIS according to GMAP, monitor the budgets for allowable expenses and timelines as is required by Federal non-competitive grants.
- Assist in informal and formal audit compliance documentation at the building and district level for all participating public, parochial, and home schools.
- Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents, and other materials; establish, modify, and maintain project and confidential filing systems.
- Schedule meetings, conferences, and appointments for the Director/Assoc. Superintendent; maintain calendar; arrange for conference rooms and refreshments; arrange and schedule travel accommodations as necessary for parochial and public personnel as applicable.
- Assist in the maintenance of Federal non-competitive budgets; enter data into computer to charge appropriate accounts; review invoices, requisitions, and purchase orders for accuracy, completeness, and compliance with department and District policies; inspect and verify accuracy of District financial reports with office records; research and resolve discrepancies as needed.
- Review or prepare a variety of materials and documents, including financial documents, invoices, inventory records, and statistics; order supplies and materials and prepare requisitions and purchase orders; assure adequate forms and supplies to support office operations.
- Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings, projects, and workshops; prepare and distribute minutes (Consultation with parochial schools as required in equitable services plans)
- Maintain a variety of complex personnel records including personal activity reporting as is required by Federal non-competitive grants.
- Compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures.
- Receive, open, and screen incoming mail and independently compose replies according to established procedures.
- Coordinate communications between supervisor and other District staff and the public.
- Perform related duties as assigned.
KNOWLEDGE AND ABILITIES: KNOWLEDGE OF:
- Modern office practices, procedures, and equipment.
- Applicable sections of Kentucky Administrative Regulations and other applicable laws.
- District organization, operations, policies, and objectives.
- Organization, rules, regulations, and programs related to an assigned office or function.
- Operation of a computer terminal and data entry techniques.
- Software applications used by the District, including word processing and spreadsheets.
- Financial and statistical record keeping techniques.
- Basic budget monitoring and control.
- Telephone techniques and etiquette.
- Financial and statistical record keeping techniques.
- Correct English usage, grammar, spelling, punctuation, and vocabulary.
- Interpersonal skills using tact, patience, and courtesy.
ABILITY TO:
- Perform advanced-level secretarial duties requiring independent judgment and analysis.
- Plan, organize, and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.
- Work independently with little direction.
- Type at an acceptable rate of speed.
- Analyze situations accurately and adopt an effective course of action.
- Compose independently or from oral instructions letters, memos, bulletins, or other material.
- Read, interpret, apply, and explain rules, regulations, policies, and procedures.
- Maintain records and prepare reports.
- Communicate effectively both orally and in writing.
- Meet schedules and timelines.
- Add, subtract, multiply, and divide quickly and accurately.
- Establish and maintain cooperative and effective working relationships with others.
- Understand and apply knowledge of Federal non-competitive grant programs to monitor compliance of programs.
- Effectively work in GMAP and MUNIS systems
TERMS OF EMPLOYMENT:
- Hourly Salary Schedule - Coordinator
- 8 hours/day
- 240 Days
- Board Approved: 4/12/2021