What are the responsibilities and job description for the Executive Specialist, State and Federal Programs position at Bay City Public Schools?
- Maintain discretion and loyalty with confidential information.
- Serves as confidential office support to the District, State & Federal Programs Office, and immediate supervisor.
- Makes and receives telephone calls, takes messages, routes calls.
- Process overload/stipend payments as applicable to the program.
- Maintains accurate records, files and budgets for all Grants/requirements Examples of grants include Title I, At-Risk, state categoricals
- Accessing, entering and reporting information in applicable software platforms. Current platforms include NexSys and GEMS/MARS Gathers data from various resources for preparation of grant budgets.
- Manages multiple projects with ease and accuracy, meeting short and long-term deadlines.
- Takes initiative in locating useful information relevant to on-going projects or program needs.
- Takes initiative in proofreading all copies before it leaves the program office.
- Works in a collaborative fashion with building principals, staff, other District departments, parents, community members, parochial schools, and local businesses and foundations.
- Demonstrates the ability to work without direct supervision.
- Attends professional development and meetings necessary to develop and maintain extensive knowledge of updates and compliance practices of state and federal grants.
- To have a thorough working knowledge of the provisions of union contracts which relate to state & federal programs.
- To have an extensive knowledge of the operations of the school district as they relate to the operations of the State and Federal Grants.
- To have a thorough knowledge of local, state, federal, and other rules, regulations, guidelines, and legislation applicable to the programs.
- To communicate effectively and diplomatically with students, teachers, staff, parents, and administrators.
- Perform computer and recording duties as applicable to the position.
- Use good judgment in making decisions.
- Assist in preparation for monitoring and compliance reviews/visits.
- Perform other duties as assigned by the immediate supervisor.
JobID: 2541
Position Type:
Secretarial/Clerical/Secretary/Office Support - 12-Months
Secretarial/Clerical/Secretary/Office Support - 12-Months
Date Posted:
1/2/2025
1/2/2025
Location:
District Administration Center
Starting at: $17.25/hrDistrict Administration Center
SUMMARY: To assist the immediate supervisor in the daily operations of the State & Federal Programs Office. Must maintain an effective working relationship with administrators, staff, parents, community, and students. Serves as confidential administrative assistant.
ESSENTIAL DUTIES AND RESPONSIBILITIES. Other duties may be assigned.
SUPERVISORY RESPONSIBILITIES:
None
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE:
High school diploma or general education degree (GED); and minimum of two years previous office experience.
LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before parents, staff, students and the community. Demonstrated ability to use both oral and written English appropriately and effectively. Demonstrated effective phone etiquette.
MATHEMATICAL SKILLS:
Ability to perform basic math computations including rates, ratio, and percents using whole numbers, common fractions, and decimals. Demonstrate a high degree of math proficiency and the ability to perform projections for budgeting purposes.
REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Demonstrated ability to use good judgment in decision-making.
OTHER SKILLS AND ABILITIES:
Ability to successfully pass basic competency, computer skills testing assessments Demonstrated ability to proficiently operate a computer and related software (Microsoft Word, Excel, PowerPoint, Ability to maintain a calm demeanor and remain professional in stressful situations. Ability to communicate clearly and concisely, both orally and in writing. Ability to multi-task with numerous interruptions.
PHYSICAL DEMANDS: The physical demands described here 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 is almost continuously required to sit and talk or hear. The employee is occasionally required to walk and stand. The employee is occasionally required to reach with hands and occasionally will repeat the same hand, arm or finger motion many times as in typing. The employee occasionally will lift and carry up to ten pounds and push/pull up to 30 pounds. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus. Attendance and punctuality are expectations of the position.
WORK 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 acceptable to this particular environment. However, the noise level can vary depending upon daily activity but will still remain within the acceptable noise level range. The employee continuously is interacting with the public, staff and students. The employee frequently will be required to meet multiple demands from several people with short notices, deadlines, and shifting priorities. The employee will be distracted and interrupted by such influences as people, phone calls, noise, etc.
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. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.
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Salary : $17
