Secretary to Director of Federal Programs

POSITION TITLE: Secretary to Director of Federal Programs

EXEMPTION STATUS: Non-exempt

REPORTS TO: Director of Federal Programs

TERMS OF EMPLOYMENT: 12 months

HOURLY SALARY RANGE: Minimum $14.84, Midpoint $18.55, Maximum $22.26

Primary Purpose

Facilitate the efficient operation of the department and provide clerical services.

Qualifications

Education/Certification

High school diploma or GED

Special Knowledge/Skills

Ability to use computer and software to develop spreadsheets, databases, and perform word processing

Proficient keyboarding and file maintenance skills

Effective organizational, communication (verbal and written), and interpersonal skills

Basic math skills

Experience

Three years clerical experience, preferably in public education

Major Responsibilities and Duties

Financial Ethics

Comply with all policies and procedures; internal controls; and state, local, and federal laws as they pertain to the financial affairs of the District.

Promptly report to the immediate supervisor or Superintendent any suspected violations of the code of ethics, such as theft, fraud, or any other dishonest act in the workplace.

Act in an ethical and honest manner in all business transactions of the District.

Maintain confidentiality of all data, files and general financial information of the District.

Safeguard against unauthorized access to assigned computer system and electronic data.

Office Management and Clerical Support

Organize and manage the routine work activities of the department.

Coordinate projects within the department.

Receive calls and faxes, take reliable messages, and route to appropriate staff.

Receive, sort, and distribute mail and other documents.

Assist in scheduling appointments and making travel arrangements for department administrators.

Assist other department staff and perform duties in their absences as needed.

Budget and Accounting

Perform budget recordkeeping functions, process requisitions, ensure accuracy of invoices, reconcile accounts, and work closely with financial services staff.

Assist with department budgets and submit budget amendments as needed.

Work closely with the purchasing staff to ensure bids/quotes are received according to federal regulations.

Compile and submit payroll reports in a timely manner.

Records, Reports, and Correspondence

Prepare correspondence, forms, and reports for department administrators as requested.

Compile, maintain, and file reports and documents including attestation and certified forms.

Professional Growth and Development

Keep informed and comply with policies, laws, and regulations concerning primary job function.

Maintain familiarity with District initiatives.

Participate in professional development programs, staff meetings, and special events as assigned.

Communication

Demonstrate cooperation and a positive attitude by working effectively with others.

Articulate the District's mission and goals to the community and solicit community support.

Mental Demands/Physical Demands/Environmental Factors

Tools/Equipment Used: Standard office equipment including computer, printer, peripherals such as electronic devices and telephone

Posture: Prolonged sitting, moderate standing, occasional kneeling/squatting, bending/stooping, pushing/pulling, twisting, reaching

Motion: Frequent repetitive hand motions, keyboarding, use of mouse, wrist flexion/extension

Lifting: Lifting and carrying up to 30 pounds without assistance, 30-55 pounds with assistance, and more than 55 pounds with appropriate assistance

Environment: Work is performed in an office setting; occasional irregular and/or prolonged hours

Mental Demands: Maintain emotional control under stress, work with frequent interruptions