Office Specialist For Federal Programs

Summary: Under general direction, incumbent(s) oversees the daily operations of the Federal Programs office, assisting with the preparation and administration of the budget, and developing office procedures. In addition, incumbent(s) prepares correspondences and reports to meet the requirements of the program, oversees the maintenance of program files, and attends meetings, as needed.
Essential Duties:

• Works directly with vendors. Helps prepare for the Request For Proposal (RFP). Works in collaboration with the Purchasing Department to prepare quotes to establish fair pricing to meet program needs. Interpreting and implementing policies and procedures.
• Oversees day-to-day operations of the Federal Programs Office. Answers and screens phone calls, directs inquiries to appropriate party, receives visitors, identifies sensitive issues and brings them to the immediate attention of the Director. Verifies expenses for the Academic Support Programs department, including supplies and materials, staffing, equipment, and facility use.
• Prepares paperwork and documentation for reporting to Federal, State and county agencies in regards to Title I, II, IV, and VI program, including classroom enrollment, staff and student attendance and other program requirements. Utilizes MUNIS system for purchasing and budget oversight. Prepares excel spreadsheet for uploading to Finance/Business Office. Maintains coding updates to help with the upload to Finance/Business Services Office.
• Assists with the Director of Federal Programs with the preparation and administration of the assigned budgets. Approves expenditures, projects budget needs and ensures purchases are within approved budget.
• Performs on-line requisitioning for all areas. Follows-up on orders placed, resolves problems, and verifies receipt of items. Monitors and inventories supplies. Makes corrections and adjustments necessary for accurate records and information including purchase orders, budget vendors, delivery and invoices.
• Collaborates as a liaison between the school office managers and the Director of Federal programs, staff, and the community, including screening complaints, resolving issues, interpreting District and toher stakeholders policies and procedures, and providing follow-up as required.
• Oversees the maintenance of Federal Programs records and other required documents including registration and emergency information, staff, and student attendance. Compiles information, generates CNA, SIAP, LIAP and student intervention datat to be used in reports for Director of Federal Programs, Receives and responds to requests for budget information for office managers and other stakeholders at the school and district level.
• Manages administrative functions including preparing correspondence, memos, newsletters, reports, developing record keeping systems, bulletins, Board reports, and forms. Prepares special reports as required.
• Develops operating procedures for the effective and efficient operations of the Federal Programs office. Evaluates office procedures to ensure efficiency and effectiveness. Interfaces with site coordinators, and after school staff, collaborates with HR and payroll to ensure that all employees are paid accurately and in a timely manner.
• Attends staff meetings, takes notes, and distributes meeting minutes. Participates in ongoing training related to the job responsibilities.
• Performs other duties as required.

Required Qualifications:
To be eligible for this position, an applicant must meet the following required qualifications. In addition, verification of these required qualifications is necessary.

• High School diploma or equivalent (G.E.D.) prior to being hired;
• Two years of office-related experience;
• Two years of supervisory experience;
• Valid Department of Public Safety Fingerprint Clearance Card;
• Valid Arizona Department of Transportation Driver's License

Preferred Qualifications:
It is preferred that applicant possesses the following preferred qualifications; however, the following qualifications are not required to be eligible for this position.

• Associate's degree in Business Administration or related field;
• Five years of supervisory experience;
• Valid First Aid certificate;
• Valid CPR certificate;
• Proficiency in English and Spanish.

Knowledge and Skills Required:
To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications for this job description are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Skills required, but not limited to, for this position include:

• Understanding supervisory principles and practices;
• Applying District policies and procedures;
• Scheduling, assigning, and reviewing work of assigned staff ;
• Conducting performance reviews and providing positive feedback;
• Applying general office principles and procedures;
• Implementing organizational theories and practices;
• Knowing Federal and State laws governing area of assignment;
• Preparing budgets;
• Applying District purchasing and accounting procedures;
• Using computer software related programs and various types of office equipment;
• Applying standard practices in area of assignment including bookkeeping, District procurement, purchasing, and accounting, etc.;
• Utilizing Business English, punctuation, grammar and spelling;
• Visualizing and applying various types of desktop publishing techniques;
• Maintaining confidentiality of sensitive information;
• Filing procedures and file maintenance;
• Knowing and applying Federal Privacy Act;
• Reviewing processes and making changes to improve efficiency;
• Engaging and encouraging communication skills while interacting with supervisors, staff, parents and etc to exchange information.

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus.
Working Environment:
The working environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to work near moving mechanical parts; toxic or caustic chemicals; risk of electrical shock and vibration. The noise level in the work environment is usually moderate.