GRANT SECRETARY

PRIMARY PURPOSE:

Ensure efficient operation of administrative offices and provide clerical services to administrative staff.

QUALIFICATIONS:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient word processing and file maintenance skills

Effective organizational, communication, and interpersonal skills

Ability to use personal computer and software to develop spreadsheets, databases, and do word processing and data entry.

Knowledge of basic accounting principles

Experience:

One to three years secretarial experience, preferably in public education environment

MAJOR RESPONSIBILITIES AND DUTIES:

Records, Reports, and Correspondence

Prepare written correspondence, forms, schedules, or reports using a personal computer.

Prepare instructional materials, meeting agendas, communication as requested, using a personal computer..

Monitor and process grant data.

Maintain a calendar of events for grant administrator and staff.

Reception and Phones

Schedule meetings and appointments and maintain a calendar for grant administrator

Assist students and parents as needed.

Receive incoming calls, take reliable messages, and route to appropriate staff.

Maintain physical and computerized files including mailing lists, student records, visitor logs, grant data documentation and office communication.

Update documents as assigned.

Accounting and Inventory

Perform routine bookkeeping tasks including simple arithmetic operations to maintain grant budget records.

Prepare and process purchase orders.

Receive, store, and issue supplies and equipment.

Assist with coordination of meetings and activities.

Assist with budget preparation.

Maintain inventory of fixed assets, equipment, and supplies.

Other

Sort, distribute, or deliver mail and other documents.

Maintain confidentiality.

Perform other job duties as assigned.

EQUIPMENT USED:

Personal computer, printer, copier, fax machine, and calculator.

WORKING CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors:

Repetitive hand motions

Prolonged use of computer

Work with frequent interruptions

Maintain emotional control in all situations

Do medium work effort exerting up to 50 pounds of force

Occasionally, bend and stoop and reach fully above head

Possess acute and/or corrected visual and hearing capabilities

Possess a high level of mental capability

Possess good mental health in order to perform all job requirements

Be average or better in energy, health and vitality

Regular attendance is an essential function

Resume required for this position!