SCHOOL/DEPARTMENT:  Federal Programs

TYPE:  Classified   STATUS: Non-Exempt   SALARY LEVEL: $15.45 (Full health benefits package) WORK CALENDAR: 213 DAYS, 8 Hours Per Day START DATE: November 2026  

 

REPORTS TO: Federal Programs Director

 

Purpose Statement

The job of Secretary - Federal Program is done for the purpose/s of providing comprehensive administrative and operational support to the Federal Programs department; monitoring grant budgets and financial records; supporting procurement processes; maintaining accurate documentation and records; coordinating meetings and district events; communicating with internal and external stakeholders; and supporting compliance with applicable policies, regulations, and reporting requirements to support effective program implementation.

 

Essential Functions

• Contacts vendors to obtain quotes for the purpose of comparing costs, supporting purchasing decisions, ensuring cost-effective procurement, and complying with applicable policies and regulations.
• Distributes and maintains records of a variety of materials (e.g. office keys, equipment, mail, car keys, etc.) for the purpose of ensuring accountability, security, and efficient operations.
• Maintains a variety of manual and electronic documents, files, and records (e.g. POs, PARs, travel expenses, absence reports, drill documentation, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors budgets for all federal and state grants (e.g. maintains ledgers, monitors expenditures, runs monthly reports, ensures compliance, etc.) for the purpose of ensuring accurate financial tracking, regulatory compliance, and effective allocation of funds.
• Participates in a variety of meetings, workshops, and in-services for the purpose of conveying and/or gathering information required to perform functions.
• Prepares a variety of documents and materials (e.g. time sheets, stipends, work orders, requisitions, travel arrangements, travel reimbursements, POs, etc.) for the purpose of disseminating information in compliance with established administrative guidelines.
• Prepares a variety of informational materials (e.g. flyers, directories, etc.) for the purpose of providing written reference and conveying information.
• Provides support to the director (e.g. manages calendar, schedules appointments, etc.) for the purpose of ensuring efficient daily operations.
• Receives and distributes supplies and materials for the purpose of ensuring timely delivery, accurate distribution, and efficient daily operations.
• Responds to inquiries from a variety of internal and external parties (e.g. district staff, other schools, government agencies, general public, students, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Reviews budgets and expenses for discrepancies (e.g. reviews financial records, checks transactions, verifies reports, etc.) for the purpose of ensuring accuracy, maintaining fiscal integrity, and identifying potential errors or irregularities.
• Supports the coordination of district events (e.g. schedules meetings, distributes materials, etc.) for the purpose of ensuring events are well-organized, information is effectively shared, and participants are prepared.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the department.

 

Job Requirements: Minimum Qualifications

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: applicable district policies, regulations, and compliance standards; accounting/bookkeeping principles; administrative and office procedures; reception and telephone etiquette and techniques; planning and communication; and English composition, grammar, spelling, and punctuation.

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: using pertinent software applications; preparing and maintaining accurate records; and following oral and written directions.

ABILITY is required to schedule activities and/or meetings; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. Some problem solving may be required to identify issues and select action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: maintaining confidentiality; meeting deadlines and schedules; setting priorities; working with detailed information/data; establishing and maintaining positive working relationships; working well independently and collaboratively with others; and working with constant interruptions.

 

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

 

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling, and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing. The job is performed in a generally hazard free environment.

 

Experience: Job related experience is required.

Education: High School diploma or equivalent.

Cleaarances: Criminal Background Check, MMR, IVP Fingerprint Clearance Card