Federal Programs Secretary
Position/Title: Federal Programs Secretary
Terms of Employment: 12 Months
Salary: Classified Placement Schedule – Grade 7
FLSA Status: Non-Exempt
Benefits: Standard Package
Associate’s Degree or equivalent experience with additional training in specialized business courses preferred.
Three years progressively responsible secretarial experience that involved carrying out and coordinating day-to-day administrative support activities.
Must be able to initiate and implement ideas for the successful operation of the department.
Must be able to transcribe from audio recording, type accurately at an acceptable rate of speed, operate standard business equipment.
Skill in communicating courteously and professionally, both orally and in writing, while working with the employees and the general public.
Must be Bilingual (Navajo/English).
Must have a working knowledge of standard business equipment including Mac and PC’s, proficient with Microsoft Office Suite (Word, Excel, PowerPoint, OneNote, etc.) and the Google platform.
Must possess and promote a positive and effective interpersonal relationship with the schools, departments, and the general public.
Skill in working in an environment subject to frequent interruptions, quickly changing priorities, and occasionally limited directions.
Must have a proven successful employment record.
JOB GOAL: To perform secretarial duties of above-average difficulty requiring: knowledge of district policy and procedures; periodic independent judgment, and excellent organizational skills to ensure the efficient operation of the department.
DUTIES AND RESPONSIBILITIES:
Performs the clerical and administrative support for Federal Programs by coordinating all the clerical and the day-to-day administrative support activities.
Professionally greets visitors and staff and refers them to appropriate personnel.
Screens and routes telephone calls for the department.
Establishes and maintains an efficient retrievable filing system for budget, correspondence, personnel inventory for Dine Studies, student records, etc.
Maintains account balances, verifies the availability of funds, and prepares invoices.
Prepares for meetings, reserves meeting rooms, takes minutes, and maintains copies of meeting minutes.
Prepares purchase requisitions, files purchase orders, follows through the receipt of the order for distribution to appropriate departments, and submits invoices to accounts payable.
Generate letters, forms, budget worksheets, and documents; reviews outgoing correspondence and reports for the format, grammar, and punctuation; removes typographical errors; and writes simple and repetitive non-technical correspondences.
Keeps abreast of various procedural requirements and policies for processing employee and Johnson O’Malley Indian Education Committee travel and leave requests.
Arranges all in state and out-of-state travel for Federal Programs Director, and Johnson O’Malley Indian Education Committee members such as registration, hotel accommodations, airline arrangements, etc.
Collects & maintains appropriate documents & data for completion reports for State and Federal Grants.
Assists the instructional staff and administration by providing various clerical services.
Maintains & safeguards the confidentiality of all permanent student records and files.
Ensures compliance of all pertinent documents by following required timelines as set by State and Federal Regulations.
Obtains 40th & 100th-day enrollment numbers from school sites, collects student CIB & 506 forms from parents for student records concerning Navajo Nation Johnson O’Malley and Title VI Indian Education.
Serves as the McKinney-Vento Liaison to assist McKinney-Vento eligible students with referrals, enrollment, help parents/guardians and students collect pertinent documents, and monitor and support student progress during the time they are eligible for services.
Performs other duties as assigned.
REPORTS TO: State and Federal Programs Director
CONDITION OF EMPLOYMENT: Subject to background investigation to determine suitability for employment.
PERFORMANCE EVALUATION: This position is subject to a ninety (90) day probationary period evaluation, then subject to annual performance evaluation for contract renewal or nonrenewal consideration in accordance with the Governing Board’s Policy on Evaluation for Support Services Personnel.
Condition of Employment: Subject to background investigation to determine suitability for employment.
Physical Requirements: Frequently lifting and moving objects weighing over 25 pounds; occasionally lifts up to 50 pounds.