Executive Secretary, Special Revenue And Program

Position Type:
Office Professional/Executive Secretary
Date Posted:
3/25/2024
Location:
Lexington Technology Center
Date Available:
07/01/2024
Closing Date:
04/07/2024
Job Title: Executive Secretary, Special Revenue and Programs
Reports to: Chief Academic Officer or District Level Director
Terms of Employment:
Support Staff Salary Schedule
Grade: 11
FLSA Status:
Non-Exempt
General Summary:
Under general supervision is responsible for accurately and securely maintaining and documenting records for multiple district programs and funding at the state, local, and federal level, special funding, and grants as assigned.
Essential Functions:

• Supports and upholds the mission, vision and strategic goals of Lexington County School District One.
• Effectively interacts, communicates and collaborates with all stakeholders.
• Establishes a safe, supportive, positive and productive working and learning environment.
• Provides assistance in administrative areas such as compiling data, verifying records and reports for accuracy, and providing information and assistance to stakeholders.
• Effectively communicates district, state and federal policies, procedures and operations.
• Provides clerical assistance and back-up to accounting specialist when needed.
• Requests quotes from vendors, secures vendor contracts, enters purchase requests and follows procurement procedures
• Operates general office and technology equipment needed for daily activities.
• Prepares district, state and federal records and reports, grants and entries for data systems as assigned.
• Follows all assigned state funds and federal regulations and procedures independently.
• Monitors and keeps documentation for five years plus current fiscal year for all of the following federal and state-sponsored grants and emergency funds applicable. Documentation may include, but is not limited to:
  
  • Federal timesheets for Title I, Title II, Title III, Title IV, and ATSI
    
    • Time and attendance records and certificates of 100% employment
  • District and School-level monitoring records for Title I, Title II, Title III, Title IV, ATSI, or others as assigned.
  • Private school letters for Title I, Title II, Title III, and Title IV
  • N&D Memorandum of Agreements (MOA)
  • Invoices for services provided under the MOA
  • N&D Annual Count reporting
  • Inventory control records
  • Documenting required meetings
  • Principals' Attestation
  • HR documentation for federally-funded employees
  • Maintain grant policies and procedures
• Maintain application, inventory, and personnel files.
• Assists with audits for any applicable programs as assigned. Documentation includes, but is not limited to:
  
  • Federal timesheets
    
    • Time and attendance records and certificates of 100% employment
  • District and School-level monitoring records
  • Private school letters for Title I, Title II, Title III, and Title IV
  • N&D Memorandum of Agreements (MOA)
  • Invoices for services provided under the MOA
  • N&D Annual Count reporting
  • Inventory control records
  • Documenting required meetings to include agenda, minutes, announcement, and sign-in sheets
  • Principals' Attestation
• Maintains confidentiality regarding all employee and student information.
• Interpret rules, regulations, and policies and use mature judgment in making decisions.
• Establish and maintain effective and professional working relationships
• Participates in all professional meetings and training sessions as required.
• Selects, requests, and maintains an inventory of technology tools, equipment, supplies and materials needed for daily activities; provides for safe storage and proper use of all tools, equipment and materials.
• Effectively uses personal computing devices and software applications for the management of pertinent information and communication.
• Performs other related duties as required.

Minimum Education/Work Experience:

• High school graduate with a minimum of five years secretarial experience preferred; any equivalent combination of training and experience which provides the required knowledge, skills and abilities
• Bookkeeping experience preferred

Knowledge/Skills:
Knowledge of the policies, procedures, and activities of the school district which pertain to the specific duties and responsibilities of the position. Knowledge of school policies, procedures, and operations. Ability to demonstrate proper maintenance, safe operation, and utilization of equipment, materials, and supplies used in daily activities. Ability to maintain high standards of accuracy in exercising duties. Ability to anticipate work to be completed and to complete work without the need for direct supervision. Ability to maintain confidentiality of employee and student records and information. Ability to interact and communicate in an effective and professional manner with supervisors, co-workers, teachers, students, and the general public.
Working Conditions:
Conducts duties in an office environment with no significant exposure to environmental conditions. Requires ability to maintain constant attention and meet deadlines. Physical demands are restricted to office work requiring lifting/moving of items weighing up to twenty-five pounds. Occasional local travel is required; no overnight travel is required. Job requires the operation of standard office and technology equipment.
Responsibility:
Record keeping responsibilities, as assigned. No supervisory responsibility. Duties require maintaining constant attention and meeting deadlines. Requires the ability to prioritize tasks.
Evaluation:
Performance of this job will be evaluated annually in accordance with provisions of the school board's policy on evaluation of support personnel.
Disclaimer Statement:
This job description is not intended as a complete listing of job duties. The incumbent is responsible for the performance of other related duties as assigned/required.