Administrative Secretary - Ed Services Assessment and Federal Programs

Administrative Secretary - Assessment, Accountability, & Federal Programs

Lane 13 Contract And Benefits

202 Day Contract

Hours a day: 8

Hourly rate: $24.45 - $27.48 Depending on qualifications and experience

Contact Information

• Name: Kirk Johnson
• Phone: 385-579-6510
• Email: kjohnson@alpinedistrict.org
  
  

Purpose Statement for Assessment

The job of Administrative Secretary-Assessment is done for the purpose/s of providing secretarial support to the Assessment, Accountability, & Federal Programs department (Teaching & Learning); establishing and coordinating tester team schedules with all elementary and secondary schools; supporting rostering and account management, distributing materials and supplies, and responding to inquiries from a variety of internal and external sources.

Essential Functions For Assessment

• Communicates safety and security policies and enforcement procedures to the tester team for the purpose of ensuring their understandings of such information and the potential consequences of violation.
• Compiles data from a wide variety of sources (e.g. budget reports, specialized reports, personnel records, etc.) for the purpose of preparing reports or processing requests for the assessment budget and tester personnel records.
• Coordinates with a variety of staff (e.g. elementary site coordinators, Student Educational Equity and Gifted Services Departments, etc.) for the purpose of ensure proper implementation of assessments across all schools.
• Coordinates a variety of projects, functions and/or program components (e.g. schedules the tester team daily schedule for Acadience Reading, Acadience Math, WIDA, and Gifted and Talented testing during the months of testing (Sept, December - March, April - May), etc.) for the purpose of ensuring completion of projects and processes, and delivering services in a timely fashion.
• Maintains a variety of inventory of testing supplies and materials (e.g. Acadience Reading testing binders, Acadience Math assessment booklets, Chromebook distribution, etc.) for the purpose of ensuring items' availability.
• Maintains a variety of manual and electronic documents files and records relating to department activities (e.g. time sheets, assessment materials, schedules, tester website, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Manages various accounts and rostering (e.g. Amplify, Acadience Data Management, Mastery Connect, Data Gateway, RISE, WIDA), etc.) for the purpose of ensuring accurate recordkeeping for the department.
• Reconciles a variety of financial data (e.g. assessment budget, special funds, allocations, etc.) for the purpose of maintaining accurate account balances and ensuring compliance with established accounting practices.
• Responds to a variety of inquiries from internal and external parties (e.g. building staff, district staff, other schools, tester team, etc.) for the purpose of providing information, facilitating communication among parties. And providing direction.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
  
  

Purpose Statement for Federal Programs

The job of Secretary Federal Programs is done for the purpose/s of providing administrative and secretarial support to assigned administrative personnel; coordinating activities of assigned administrative personnel; monitoring assigned activities; and providing information, recommendations and/or direction as requested by assigned administrator.

Essential Functions For Federal Programs

• Compiles data from a variety of sources (e.g. school personnel, work orders, budget reports, specialized reports, personnel records, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Coordinates a variety of projects, functions and/or program components (e.g. Title I computer systems, information for website page, meetings, in-service events, travel and accommodations, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a wide variety of manual and electronic documents files and records (e.g. reports for UCLB and other agencies, budget data, employee records, financial records, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a variety of activities on behalf of assigned Administrator (e.g. Title I financial grant, databases for all Federal programs, account balances/budget expenditures, work order status, staffing issues, etc.) for the purpose of achieving goals and meeting target dates.
• Participates in a variety of meetings, workshops, and/or trainings (e.g. training for paraeducators and test examiners, unit meetings, etc.) for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Prepares a variety of documents (e.g. state reports, agendas, minutes, event programs, bulletins, reports, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Processes documents and materials (e.g. accounts payable and receivable, time sheets, work orders, requisitions, travel reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Procures supplies and materials (e.g. office and classroom supplies for pre-K, AFL, PAT and ESL programs, etc.) for the purpose of maintaining availability of required items.
• Reconciles account balances for assigned budget categories (e.g. Title I staff and FTE expenditures, etc.) for the purpose of maintaining accurate account balances.
• Researches a variety of topics (e.g. discrepancies of financial information and/or documentation, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements and adhering to established procedures.
• Responds to a variety of inquiries from a variety of internal and external parties (e.g. government agency representatives, staff, parents, students, vendors, public agencies, etc.) for the purpose of providing information or direction and/or facilitating communication among parties.
• Schedules a wide variety of activities (e.g. appointments, interviews, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrators.
• Supports assigned administrative personnel for the purpose of providing assistance with his/her functions and responsibilities.
  
  

Experience

Job related experience with increasing levels of responsibility is required.

High school diploma or equivalent.