Position Type:
Administrative Support Services/Special Services Secretary
Date Posted:
8/30/2023
Location:
Central Administration
Date Available:
When Filled
Closing Date:
When Filled
Sweetwater County
School District Number One
P.O. Box 1089
Rock Springs, WY 82902-1089
CLASSIFIED PERSONNEL JOB DESCRIPTION
Job Title: Federal Bookkeeper/Special Services Secretary
Location: Central Administration Building
Department: Special Services
Reports To: Director of Special Services
Terms of Employment:
Months Per Year 12 Full Time X Hours Per Week 40
Salary Classification SEC-IV, $23.22
Nature and Scope of Job:
Maximum degree of confidentiality required as it pertains to the Family Educational Rights and Privacy Act of 1974. Responsible for the fiscal integrity of the VI-B Federal Grant from submission of application to completion of disbursement of funds and final reporting.
Job Functions:
Essential Functions:
1. Assist in submitting application(s) and budget preparation for Title VI-B funds. Process amendments to VI-B grant
2. Process purchase orders and invoices. Prepare transmittals for payment.
Reconcile with district ledgers and prepare transmittals for payment.
3. Record transmittals submitted for payment and reconcile book balances with WDE 118 Federal Grants Cash Request and school district accounting ledgers from the AS400.
4. Responsible for the fiscal integrity and tracking daily balances of funds available for the VI-B grant and advising the Director of account status.
5. Submit a project report to the State Department of Education at the end of the fiscal year and an end- of- project report upon completion of the grant.
6. Order and maintain an inventory of all equipment and instructional materials/resources purchased with VI-B funds.
7. Maintain all VI-B grant documentation that may be required during an audit.
8. Prepare agenda and paperwork for monthly Staff Development Review Committee. Record and disseminate minutes of the meeting. Inform applicants of status of application following the meetings.
9. Arrange for professionals to come to our district to present seminars and workshops for staff development paid by VI-B funds.
10. Make travel arrangements and prepare paperwork for professional and paraprofessional staff members attending out-of-town staff development paid by VI-B funds.
11. Apply for and process paperwork necessary for recertification credit for staff attending professional development sponsored by the Special Services Department. Maintain a database of all individuals who received training paid for by VI-B funds.
12. Compile and disseminate bulletin to staff with information regarding upcoming staff development opportunities both in district and out of district.
13. Prepare contracts, process payment for services/activities funded through the VI-B grant.
14. Assist with Child Identification activities, including advertisements, etc.
15. Possess knowledge of operation of entire department.
16. Perform job functions independently with limited supervision.
Other Functions:
1. Assist other Special Services secretaries with duties as they become necessary, assist with physical setup of workshop facilities.
2. Perform any other duties as requested by Special Services Director.
3. Communicate with the Director on a regular basis regarding progress and/or concerns about job tasks.
4. Communicate effectively and respectfully with office staff.
—EMPLOYEES ARE HELD ACCOUNTABLE FOR ALL DUTIES OF THIS JOB–
Job Qualifications
Knowledge, Skills and Mental Ability:
Must possess basic knowledge of the Macintosh computer and other office equipment.
Knowledge in bookkeeping, inventory control, filing, have excellent organizational skills, be able to maintain high level of confidentiality, have the ability to work well with staff and outside agencies, ability to work independently, must be able to complete high volume of work with frequent deadlines.
Minimum Requirements (Education, License, Certification, Experience or Formal Training):
High School Diploma
Equipment Used:
Macintosh/PC computer, printer, copier, typewriter, Fax machine,10 key, multi-line telephone, binder, shredder.
Physical Demands:
Possess visual acuity and stamina to work at a computer monitor for at least part of each day.
Possess sufficient strength to lift boxes that weighs up to 50 pounds and be able to move them as far as 50 feet.
Environmental Demands:
Air conditioned building.
Occasional exposure to weather extremes.