POSITION: Secretary Level IV (Federal Programs) Job Description
DEPARTMENT: Business Office
REPORTS TO: Business Manager
FLSA STATUS: Non-exempt
TERMS OF EMPLOYMENT: 12 Month
EVALUATION: Business Manager
SUPERVISORY RESPONSIBILITIES: None
QUALIFICATIONS/BASIC JOB REQUIREMENTS:
1. Experience working independently and meeting deadlines.
2. Demonstrates job responsibility, regular attendance, punctuality and able to maintain confidentiality.
3. Strong organizational skills with attention to detail.
4. Previous clerical experience preferred.
SUMMARY: Collection of forms necessary to conduct JOM/Title VI/Impact Aid student count. Post leave for all staff and notify staff of leave balances. Generate board agenda.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Prepare/work with Federal Programs Director to complete Title I Assurances for signature-due by end of September. Maintain a file of Assurances after obtaining signatures.
Prepare Title I Semi Annual Certificationwith list provided by Business Manager and Personnel Activity Reportsif needed. Distribute, obtain principal’s signature and maintain in file.
- Receive student packets from schools for JOM/Title VI/Impact Aid counts.Enter ethnicity information in Infinite Campus under the “Tribal” tab. Update/enter information from the Confidential Enrollment Form regarding where the student lives in Infinite Campus under the “Public Law” tab.
- Prior to count date, send letter to Dorm requesting a list of students who reside at the Dorm on Todd County’s count date.In addition, contact the Resource Center and work with secretary to obtain a list of exceptional education students, with active IEP’s, who are enrolled on the count date. Director of Exceptional Education must certify the number.
- On official count date, (last Friday in September), Dean of Students generates the list, using FileMaker Pro, of active students enrolled and a second called Federal Students.
- Generate individual reports of students eligible to be counted for the JOM and Title VI counts and prepare spreadsheet showing enrollment and eligible students statistics.Using the Confidential Enrollment Forms, update the Federal Students list to prepare a Source Check for impact aid. Work with business manager to enter data for impact aid application and submit electronically.
- Post employee’s leave every pay period, drag updated balances to storage, and notify principals/secretaries/directors that the balances are available to view.Provide balances to employees and administration as requested. In June/July, prepare Employee Absence Reports for all employees and roll over leave balances.
After posting leave for the last pay period for the fiscal year, run a copy of all reports and give to HR Office. Also, the business manager will request reports of leave balances, according to terms of the agreements, for PTO and ESP resigned, PTO over the max, and administrator.
- Keep track of sick leave bank members as SLB enrollment forms are received.Deduct the 4 hours from members on their Employee Absence Form.
- Using BoardDocs, generate board agendas for superintendent/business manager as requested for their review. Add items to agenda as directed striving for consistency (may have to assist HR Director if requested). Proofread agenda, activate, post, and notify board members that agenda is active.
For the organizational board meeting, gather documents to be used as attachments for agenda items and prepare the list of board meeting dates for the upcoming year.
- After each board meeting, update Personnel List, Leave File (generate new Employee Absence Form or move form to resigned/terminated as appropriate), Semi Annual Certification, and storage file.
- Keep the master electronic and hard copy of school board policies.Provide copies to administrators/staff as requested. If a policy requires updating, prepare policy for first reading, etc for board agenda. Upon final reading and approval distribute copy to schools/administrators and website to post.
- Keep the master electronic copy of the ESP and TCEA Agreements.After negotiations is completed and approved, work with superintendent and business manager to make the approved changes to agreements. Agreements need to be posted on website.
- Copy, compile, and distribute forms for districtwide school packets.
- Work with Dean of Students in completing Safe Schools Report.Enter Safe Schools data electronically by deadline. Maintain a copy of report.
- Purge JOM & Title VI forms from master file according to schedule. Keep for 2 years beyond and shred.
- Pull JOM & Title VI forms for graduates and file.This file is purged as indicated in #14 above.
- Other duties as assigned by supervisor.
WORKING ENVIRONMENT: The work 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.
The noise level in the work environment is usually quiet to moderate. The employee is frequently required to interact with the students, parents, and staff. The employee is directly responsible for the safety and well-being of students.
PHYSICAL DEMANDS: The physical demands described 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 regularly will sit, walk and stand.
The information contained in this job description is for compliance with the American with Disabilities act (A.D.A.) and is not an exhaustive list of the duties performed for this position.
Salary range: $11.00 per hour with an additional $.25 per hour allowed for previous experience up to a total of eight years ($2.00).
|