Federal Program Department Secretary

3 weeks ago

Waynesboro, United States Burke County Public Schools Full time
Job DescriptionJob Description

BCPS Federal Program Department Secretary

Title: Federal Program Department Secretary

Status: Non-Exempt

Reports to: Federal Program/CTAE Director

Contract Days: 240 days per year

Evaluator: Federal Program Director

Education: High School Diploma Required; Associates Degree preferred with emphasis on secretarial and computer skills.

Salary: Based on BCPS Salary Scale and Years of expereince

Essential Skills:

  • Responsible for basic document preparation, keyboardig, routing, filing, and retrieval of elctronic and manual documents
  • Professionally handle confidential and private information with a high degree of accuracy and confidentiality
  • Work with Federal Program personnel and cooperatively with other programs at the Central Ofice to ensure the timely completion of tasks
  • Provide support for and preparation of all pertinent correpsondence to, from and for the supervisors
  • Responsible for organizing and maintaining required documents for the various events
  • Willing to cross train and become familiar with basic duties of other departments in case the need arises to fill in during the absence of others in order to keep things running efficiently
  • Ability to multitask and collaborate with various stakeholders (parent, administrators, district personnel, etc.)

Specific Responsibilities:

  • Coordinate, process, and maintain electronic and hard copy documentation of BCPS, SSE and 21st Century CCLC employee afterschool timesheets for final processing to the Business Office
  • Process and maintain records of Purchase Orders and invoices for BCPS Parent Coordinator supplies
  • Provide technical assistance to the BCPS Parent Coordinators regarding ClassLink, Parent Link, Blackboard and Google Calendar, etc.
  • Monitor and maintain required Parent Coordinator documentation for Cross Functional Monitoring (CFM) using Google Drive. Documentation includes: Parents Right to Know Letters, Parent/Student Compact, meeting agendas and sign-in sheets, monthly calendars, invitations and flyers regarding various events, etc.
  • Use of web interface (Survey Monkey) to create, collect and produce survey analysis of annual parent and stakeholder surveys
  • Coordinate monthly Parent Coordinator Meetings
  • Provide support to Parent Coordinators at Parent Engagement meetings and events
  • Process and maintain hard copies of SSE purchase orders and request for supplies
  • Maintain hard copies and electronic records of all Title I allowable expenditures for Parent Coordinators
  • Create inventory reports for equipment using the web interface Destiny
  • Work with Parent Coordinators to plan, organize and provide community parent engagement events, meetings and activities (Fall Festival, Community Outreach events with local businesses and faith organizations)
  • Compile and file required documentation to submit to Accounts payable for approved professional leave and various Federal Program/CTAE invoices
  • Obtain and provide requested refreshments for parent/stakeholder meetings


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