Rapid City Area School District 51-4
JOB DESCRIPTION I. POSITION TITLE: Federal Programs Secretary (Level 5)
II. QUALIFICATION/REQUIREMENTS: A. Education Level: High School Diploma or equivalent required. Associate
degree or equivalent from two-year college or technical school preferred.
B. Experience Desired: 5 year related experience in customer service, clerical,
grant management and/or administrative field. Ability to perform technical
tasks to manage the application, implementation and documentation of all
federal, state and local grants. Management of subsequent Annual
Performance Reports, Microsoft-based computer applications, Trip Tracker
and district-wide travel planning and processing procedures, Skyward
District Data base, electronic federal documentation, and District level
supervisory duties.
C. Other Requirements: Regular attendance is essential. Demonstrate a high
level of communication skills, both oral and written. Ability not only to work
unsupervised but to serve as department liaison to ensure the needs of
building principal, service agencies, grant recipients, parents and students
are being met. Demonstrate a positive attitude towards people and work
systematically in a collaborative manner with all stakeholders.
III. REPORTS TO: Director of Federal Programs
IV. RECEIVES GUIDANCE FROM: Assistant Superintendent of Educational Services V. SUPERVISES: None
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VI. ESSENTIAL FUNCTIONS AND DUTIES: A. Provides administrative support to the Director of Federal Programs,
Title VI Manager, Title 1 Principals, School Improvement Principals,
building secretaries, McKinney Vento Coordinator/staff, and Title ID
Administration/staff.
B. Maintains records and accounts, files and reports according to established
processes and grant requirements. Facilitates all correspondence as well
as statistical or technical reports and mandated documentation for RCAS
administration, RCAS board of education, and state/federal DOE.
C. Prepares Federal program data/budgets for Title VI Federal E-Grant
applications, collects and processes required Federal forms for program
funding. Prepares, collects data required for Annual Performance Report
submitted to Department of Education in D.C. by deadlines set forth.
D. Coordinates all activities in the preparation of department meetings,
student/school/district events to address unique education and culturally
related events for American Indian students and students from low-
socioeconomic backgrounds to include meeting minutes and appropriate
publications.
E. Serves as final editor to ensure clarity and accuracy for submission and/or
distribution of all written reports, grant applications, board
communications, and publications from directors.
F. Screens and refers incoming phone calls and visitors to ensure that
accurate and time communication is facilitated, and that the department
is represented in a positive matter.
G. Keeps the directors apprised of potential problems or concerns.
H. Responds to emergencies and delicate matters effectively.
I. Coordinates supervisors’ calendars, schedules meetings, coordinates
meeting logistics and prepares materials.
J. Evaluates and coordinates work-based learning experiences that
reinforce students’ personal, academic, and career goals as outlined in
the Title VI, Title IV, and Title 1 grants and subsequent LEA plans.
K. Processes check requests, credit card and expense reimbursements,
requisitions and district-wide travel for individuals/groups as related to
programs.
L. Maintains office supply inventories and functional equipment and aligns
purchasing to appropriate accounts.
M. Oversees the application, board submission, award receipt, and account
management of all local grants to include community donations, and
agency partnerships.
N. Performs other duties as assigned.
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VII. EVALUATION: Performance of this position will be evaluated in accordance with provisions of
the board of education’s policy on evaluation on support staff
VIII. TERMS OF EMPLOYMENT: Twelve (12) month work year. Salary and work year established by the board
of education.
The above description is intended to describe the general content of the requirements for
the performance of this job. It is not to be construed as an exhaustive statement of duties,
responsibilities, or requirements.
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