Federal Program Secretary Job at Peoria Unified School District in Glendale

Position Type:
District Support/Secretary - 12-Months

Date Posted:
11/25/2024

Location:
District Administration Center - Glendale, AZ

Closing Date:
12/20/2024 Position Title: Federal Program Secretary
Department: Federal Programs
Supervisor: Directors of Federal Programs

Term of Employment: 12 months
Salary Classification: 13

Job Summary: Performs a variety of moderate to complex administrative, staffing, and secretarial support functions for the Federal Programs department.

Essential Functions: Essential functions, as defined under the Americans with Disabilities Act, may include, but are not limited to, the following tasks, duties, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents in this class.

ESSENTIAL DUTIES AND RESPONSIBILITIES generally include the following. Other duties may be assigned:

• Provides ongoing support to schools and departments by processing purchase order requests, verifying receiving accuracy, submitting invoices for payment, and reconciling monthly/annual expenditure reposts.
• Completes journal entries in coordination with other departments.
• Possesses knowledge of grant allowability and compliance requirements.
• Ensures adherence to federal, state, and district procurement policies and procedures.
• Utilizes MS Excel to code, file and disseminate time sheets.
• Assists in the collection, organization and compilation of data required for Federal and state reporting.
• Schedules meetings, conferences, interviews, in-services and workshops, and maintains schedule of appointments.
• Drafts and prepares correspondence following directions of supervisor(s).
• Places, screens and forwards telephone calls; takes messages.
• Coordinates, schedules, and prioritizes assigned tasks.
• Provides feedback and direction and guidance to staff. Communicates new or revised information to personnel.
• Communicates effectively with other team members and district personnel.
• Provides positive customer service.
• Maintains confidential records, and databases for the department.
• Creates and revises systems and procedures to ensure efficiencies in the department.
• Performs other duties as assigned or required.

KNOWLEDGE AND SKILLS:

• Strong administrative writing, organization, analyzing information, problem solving, inventory control, and verbal communication skills.
• Knowledge of the principles of customer service, general office operations, business office management, and records and database management.
• Knowledge of applicable Federal, state, county and city statutes, rules, policies and procedures.
• Knowledge of grant requirements.
• Knowledge of applicable Peoria Unified School District and departmental policies and procedures.
• Working knowledge of Microsoft Office with skills in word processing, spreadsheets and data bases.
• Attention to detail, thoroughness and follow-through.
• Courtesy and professionalism at all times.
• Skill in establishing and maintaining effective communications and working relationships with co-workers, vendors, and district departments/schools.

MINIMUM QUALIFICATIONS: High School Diploma or GED AND two (2) years of relevant human resources and customer service, data entry, general office assistant, special education administrative, or closely related experience; OR any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

OTHER REQUIREMENTS:

• Must be able to pass a fingerprint and background check
• May be required to work outside normal working hours
• Must have at the time of application and must maintain a valid Arizona driver's license

Attachment(s):

• Salary Schedule