Grant Coordinator -Secretary - Federal Programs

Campbell County Schools•Alexandria, KY

14h•Onsite

About The Position

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.

Requirements

High school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law
Two years of increasingly responsible secretarial and clerical experience.
Knowledge of modern office practices, procedures, and equipment.
Knowledge of applicable sections of Kentucky Administrative Regulations and other applicable laws.
Knowledge of District organization, operations, policies, and objectives.
Knowledge of organization, rules, regulations, and programs related to an assigned office or function.
Knowledge of operation of a computer terminal and data entry techniques.
Knowledge of software applications used by the District, including word processing and spreadsheets.
Knowledge of financial and statistical record keeping techniques.
Knowledge of basic budget monitoring and control.
Knowledge of telephone techniques and etiquette.
Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary.
Knowledge of interpersonal skills using tact, patience, and courtesy.
Ability to perform advanced-level secretarial duties requiring independent judgment and analysis.
Ability to plan, organize, and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.
Ability to work independently with little direction.
Ability to type at an acceptable rate of speed.
Ability to analyze situations accurately and adopt an effective course of action.
Ability to compose independently or from oral instructions letters, memos, bulletins, or other material.
Ability to read, interpret, apply, and explain rules, regulations, policies, and procedures.
Ability to maintain records and prepare reports.
Ability to communicate effectively both orally and in writing.
Ability to meet schedules and timelines.
Ability to add, subtract, multiply, and divide quickly and accurately.
Ability to establish and maintain cooperative and effective working relationships with others.
Ability to understand and apply knowledge of Federal non-competitive grant programs to monitor compliance of programs.
Ability to effectively work in GMAP and MUNIS systems.

Responsibilities

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.