JobID 4084 : Administrative Secretary III - Federal Programs (Pending Board Approval) (#1411799)
Job Title: Administrative Assistant III, Federal Programs & Special Projects
Department: Federal Programs & Special Projects
Reports To: Executive Director of Federal Programs & Special Projects
Number of Days: 12 Months
Security Access: Mason Education Service Center
Current Date: March 21, 2019
Overtime Status: Non-Exempt
Mission and Vision: Tulsa Public Schools is the destination for extraordinary educators who
work with our community and families to ignite the joy of learning and prepare every student for the greatest success in college, careers and life. Our mission is to inspire and prepare every student to love learning, achieve ambitious goals and make positive contributions to our world.
Core Values: Our core values guide how we work and interact with each other at every level of the organization. We embrace and embody these values every day:
- Equity: All children deserve the opportunity to develop their full academic and social potential. Our diversity is a community treasure, and we must foster an inclusive environment by examining biases and resolving unfair practices.
- Character: We are honest, trustworthy and have high standards of behavior. We do the right thing even when it is hard. While we do not always agree, we treat one another with kindness and respect.
- Excellence: We work hard together and expect a lot of one another because high standards produce exemplary knowledge, skills, abilities and mindsets.
- Team: We care for one another, support the personal and professional development of one another, and work together to improve our community
- Joy: Joy at school and at work makes us more productive, because when we create, innovate and imagine, our motivation grows. We want to ensure that everyone knows the excitement that comes from working deeply on a problem, task or concept and experiencing breakthrough moments.
Position Summary: Responsible for administrative functions relative to generating grant claim reports; responsible for duties which encompass federal programs and special projects, fostering culturally proficient practices, achieving equitable student outcomes through administrative support to the department; and assisting the directors and executive director of federal programs and special projects as needed.
Minimum Qualifications: Education:
- High school diploma or general education development (GED) certificate/diploma.
Specialized Knowledge, Licenses, etc:
- Computer skills including Outlook, Excel, Word, PowerPoint and Publisher.
- Pass TCC secretarial assessment test preferred
- Minimum of 5-10 years job experience with customer service a plus.
Responsibilities and Essential Functions: The following duties are representative of performance expectations.
- Review and verify stipend paperwork for accuracy, completion, and appropriate certification
- Pull documentation for claims
- Verify and duplicate payroll documentation before submission
- Complete tutoring log with name of tutor and certification information
- Work with sites and/or vendors to obtain appropriate quotes
- Work with vendors to obtain appropriate invoices
- Work with sites to ensure Title I parent involvement catering orders are placed
- Assist sites with travel quotes and requisition documentation
- Check mileage paperwork for accuracy for in-district travel
- Obtain quotes for district set-aside purchases for federal programs
- Assist site support teams with ensuring accurate paperwork for timesheets and quotes.
- Receive and screen callers in a professional, polite and tactful manner; give assistance on the operations of the office; refer callers to other employs, officials or departments as needed
- Provide assistance on the operations of the office
- Maintain spreadsheets for projects as required
- Handle emergency situations and notify appropriate personnel of resolution
- Serve as secondary support to enter requisitions (only during peak spending season)
- Perform other tasks, duties, or services consistent with this position as assigned
- Ability to deal effectively and courteously with all members of the community and school district
- Manage multiple tasks efficiently and effectively is stressful situations
Skills and Abilities Required: The following characteristics and physical skills are important for the successful performance of assigned duties.
- Ability to plan and coordinate work to complete assignments without direct and constant supervision
- Use computers for various applications, such as database management or word processing
- Ability to use the Internet for research
- Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals
- Compose letters and correspondence using proper grammar and punctuation.
- Communicate effectively with staff from varying levels of the organization.
- Create, maintain, and enter information into databases
- Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents
- Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
- Provide positive customer service to internal and external individuals and organizations:
- Internal: Principals, School Staff, District Administrators, Directors, Supervisors, Teachers, etc.
- External: Vendors, Contractors and Community.
- Utilize District Data Systems such as Munis and all Microsoft Programs.
Working Conditions: Exposure to the following situations may range from rare to frequent based on circumstances and factors that may not be predictable.
- Regular office environment, including frequent use of electronic email, being able to sit for long periods of time without a break, etc.
- Must be mobile in order to attend events and meetings outside of regular work hours.
- Normal effort of occasional periods of light physical activity.
Tulsa Public Schools is committed to building a diverse and inclusive team of individuals who contribute to the district’s mission with their talent, skills and energy. Tulsa Public Schools is an equal opportunity employer and does not discriminate against persons because of age, race, color, creed, religion, disability, gender, ethnic or national origin, or veteran status. Tulsa Public Schools prohibits discrimination against individuals with disabilities and will reasonably accommodate applicants with a disability, upon request, and will also ensure reasonable accommodation for employees with disabilities.