NOTTOWAY COUNTY PUBLIC SCHOOLS
Excellence in Education
Position Title: Secretary/Bookkeeper of Grants
Terms of Employment: 12 Months/8 hours per day
Supervisor: Director of Instruction, Technology, & Grants
FSLA Status: Non-Exempt
General Description
Provides administrative, programmatic, and fiscal assistance to the Director of Instruction, Grants and Technology. Performs a variety of moderately complex work within established procedures and standard practices. Some specialized knowledge of grant-related policies and procedures is required. Work is performed under general supervision without specific instruction, requires frequent coordination with others at all organizational levels within and outside the school and may require handling of sensitive information or dealing tactfully with the public. Considerable judgment is required.
Preferred Minimum Qualifications
Education, training, or experience sufficient to demonstrate the required knowledge, skills, and abilities. At least three (3) years of bookkeeping/accounting experience.
Essential Job Functions
- Keeps track of balances and submitting reimbursements for grants including, but not limited to: Perkins, Title I, Title II, Title III, Title IV, Part A, Title IV, Part B, Title V,611- IDEA Flow Through, 619- Preschool Handicap, Middle School Teacher Corps
- Submits reimbursements into the Virginia Department of Education’s automated grant application and reimbursement system, OMEGA
- Reviews and files McKinney Vento (Homeless) applications making sure they are properly filled out; corresponding with Project Hope Coordinator
- Creates purchase requisitions and/or small purchase orders for technology, grants, instruction and other areas as needed
- Creates advertisements annually for football AD and Pre-K registration
- Ensures end-of-year testing is labeled properly and sent to the testing company in a timely manner
- Assists in securing Professional Development Resources (i.e. lunch, breakfast supplies)
- Assists with coordination of private school services from Title II Program
- Schedules meetings as requested
- Maintains inventory of all grant purchases
- Receives and tracks field trip and staff travel/professional development requests
- Assists with the ordering of testing materials
- Drafts and delivers correspondence - within and outside of the organization - in coordination with the director
- Administers the district’s time and effort requirement for grants
- Assists with the preparation of items for the annual audits and/or monitoring of federal programs
- Maintains all files related to instruction, grants & technology
- Serves as office back up for the receptionist
- Other duties as assigned
Budgetary Responsibility
This position is responsible for maintaining all financial records for the specified department, ensuring expenditures are in compliance and within approved budget.
Report Preparation
Develops and submits written reports regarding status of any of the aforementioned specific job functions.
Equipment Operation
Uses a personal computer and/or laptop, standard office equipment, and other equipment related to assigned area.
Contacts
Contacts are made at all levels within and outside the school system and require the handling of highly sensitive information with the general public, NCPS employees, school board members, elected and appointed state and local government officials, state and/or federal agency officials, internal employees, applicants, college/university officials, and/or personnel/HR officials from other school divisions.
Work Direction/Supervision
Supervised by the Director of Instruction, Technology, & Grants
Decision Making
Performs majority of work tasks independently. Supervisory approval is required for purchases, personnel transactions and correspondence and supervisor is consulted in unusual or complex situations.
Physical Demands
The physical demands described here represent 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 must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to use a telephone to enter data into a computer terminal; to see and read a computer screen and printed material with or without vision aids; to hear, understand speech, and speak in audible tones so that others may understand clearly at normal levels indoors and on the telephone. Physical agility to drive, bend, stoop, sit on the floor, climb stairs, walk, and reach overhead.
Work Environment
While performing the duties of this position, the employee regularly works in an office environment. The noise level in the work environment is quiet.
Knowledge, Skills, & Abilities
Considerable knowledge of office operations, procedures, and terminology; general bookkeeping principles, grant processes, business English and mathematics, and office equipment to include manual and automated filing systems. Demonstrated ability to perform a variety of secretarial duties for one or more professionals; to exercise judgment, to interpret and apply policies and procedures, to work effectively with all levels of the school or department; and to provide excellent customer service to stakeholders. Working knowledge of school programs and regulations. Skill in the use of a personal computer, utilizing word processing, spreadsheet and database software, including Google applications. Demonstrated ability to compose correspondence, assemble data and prepare reports. Demonstrated ability to communicate effectively both orally and in writing.
Nottoway County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks. This job description is intended to accurately reflect the position’s activities and requirements; however, the administration reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position and does not imply an employment contract. |