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Job Title:         Secretary, Federal Programs                         Exemption Status: Non-Exempt

Reports to:      Director of Federal Programs                        Pay Grade: 09

Works with:    District Personnel                                         Days: 226

Dept./School:  Federal Programs Department                       Date Revised: 01.22.2021

Primary Purpose:

Under moderate supervision, organize and manage the routine work activities of the Federal Programs Department office and provide clerical support to a director or department head and other staff members.

Qualifications:

Education/Certification:

High School Diploma or GED

Special Knowledge/Skills:

Proficient skills in keyboarding, data entry, word processing, and file maintenance.

Ability to use software to develop spreadsheets and databases and do word processing.

Ability to prioritize workflow to address the multiple needs of the supervisor or the department.

Ability to multi-task numerous complex administrative activities.

Basic math skills.

Effective communication and interpersonal skills.

Experience:                                                                                            

            1-3 years' experience.

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Assist federal programs personnel in maintaining compliance with federal, state, and local laws, guidelines, and policies.
2. Performs a variety of duties to support federal programs personnel in handling daily activities.
3. Assists in maintaining efficient office operations by performing clerical duties.
4. Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
5. Compile, maintain, and file all reports, records, and other documents as required.

Accounting

1. Perform routine bookkeeping tasks and maintain department budget records.  Prepare and process department purchase orders and payment authorizations.
2. Order and maintain inventory of office supplies and program equipment.
3. Monitor and process personnel time records including leave requests and reports and submit in accordance with district procedures.

Other

1. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
2. Maintain a schedule of appointments and make travel arrangements for department staff.
3. Make meeting arrangements for department activities including preparing materials, scheduling and setting up facilities, and arranging equipment.
4. Receive, sort, and distribute mail and other documents to department staff.
5. Maintain confidentiality of information.
6. All other duties as assigned by Supervisor.
7. Responsible and adheres to Edcouch-Elsa ISD Employee Handbook and Edcouch-Elsa ISD Board policies which can be found on the Edcouch-Elsa ISD website www.eeisd.org quick link on-line policies..
8. All other duties as assigned by supervisor.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used:  Standard office equipment including personal computer and peripherals

Posture:  Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting.

Motion:  Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching.

Lifting:  Occasional light lifting and carrying (less than 15 pounds)

Environment:  May work prolonged or irregular hours

Mental Demands:  Work with frequent interruptions, maintain emotional control under stress.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Reviewed by                                                                                       Date                                               

Received by                                                                                        Date