Secretary - Director State & Federal Programs

ROLE AND PURPOSE:

• To facilitate the smooth daily operation of the State and Federal Programs Department by ensuring that all program needs, requirements and continuous improvement efforts are met.

QUALIFICATIONS:

Education/Certification:

• High School diploma or equivalent

Experience:

• Proficiency in general office skills, experience in data entry and word processing; strong interpersonal skills, including conflict management.
• 3 years of secretarial or clerical experience required
• Three years Title I campus secretary experience preferred
• Bilingual (English/Spanish) preferred
• TEAMS experience preferred

MAJOR RESPONSIBILITIES AND DUTIES:

SCHOOL/ORGANIZATION CLIMATE

• Strong communication and interpersonal skills
• Promotes a positive office climate

ADMINISTRATION AND FISCAL/FACILITIES MANAGEMENT

• Management the State and Federal Programs Department budget; organizing, monitoring, and verifying the utilization of allocated budget funds, including requisitions/purchase orders, budget transfers, direct payments, reimbursement and travel requests, payment authorization forms, and contracted services/vendor setup and arrangements
• Maintains and regulates the daily and long-range appointment calendar for Director and department activities
• Coordinates a variety of programs and activities to ensure effective and efficient operations, including, room reservations and setup, course registration management, work orders, meeting setup, facility operations, and catering
• Attends to administrative details not requiring the immediate attention of the Director, including providing up-to-date information, technical assistance, and support to campus and coordinating department staff.
• Work with computer-based software and storage platforms to maintain department activities and required documentation
• Advise Director and department personnel on purchases and management of all funds dispensed and supervised through the State and Federal Programs Department
• Order, track orders and receive on all materials purchased with State and Federal Programs Department funds
• Prepare emails, letters and memos
• Coordinates processing and distributing books and materials to departments and campuses.

SCHOOL/COMMUNITY CLIMATE

• Knowledgeable of district procedures and have professional discretion concerning confidential matters.
• Works effectively with District and Department staff to establish positive communication for State and Federal Programs Department initiatives and mandates
• Provide accurate information to all stakeholders pertaining to assigned State and Federal Programs Department initiatives and mandates

MISCELLANEOUS

• Performs other duties as may be assigned by the State and Federal Programs Director