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