September 12, 2018

POSITION:  Administrative Secretary III - Grants & Special Projects

LOCATION:  Grants Department

OPEN TO:  Employees of Carson City School District and external applicants.

TRANSFER PERIOD:  Closes September 25, 2018, or until filled.

SALARY and BENEFITS:  Grade 26.  Range begins with Step 1 = $19.91 per hour.  8.00 hours per day, 12 months per year with benefits according to the classified negotiated agreement. Employer-paid retirement, health and life insurance, sick leave benefits and personal leave.  A new classified employee may receive up to a maximum of five (5) years of previous outside work experience.  The prior position must be similar in nature and written verification of employment from the previous employer must be submitted to Human Resources upon employment. Per Administrative Regulation No. 311.1.

APPLICATION:  Complete the online application by clicking "Apply for this Position." The application will require:

• Cover letter
• Resume
• Copy of High School Diploma, or High School transcript, or GED Certificate, or degree from a higher education college/university,
• Last three (3) evaluations (if no evaluations or incomplete: submit documentation on why no or partial evaluations)
• Three (3) letters of recommendation dated within the last two years.

EDUCATION and EXPERIENCE:  Graduation from high school or the equivalent.  A typical qualifying entrance background is completion of formal or informal training in business English, record keeping, data entry, keyboarding, or a closely related field; and experience performing administrative secretarial and office managerial duties including clerical staff supervision and report preparation duties; or experience at or equivalent to experience as a Senior Office Specialist or Administrative Secretary II in the Carson City School District, wherein the incumbent has acquired the knowledge and abilities listed below. Bilingual preferred.

Must be able to pass the pre-employment drug screen test.

This is a replacement position.

REASONABLE ACCOMMODATION:   The Human Resources Department will make efforts to provide reasonable accommodations to disabled candidates in the employment process.  If you have special needs, please notify the Human Resources Department at the time you turn in your application or at least three (3) days prior to an interview by calling (775) 283-2130.

 ________________________________________________________________________________

 Carson City School District

Job Description

Job Title: Administrative Secretary III

Department: Grants & Special Projects

Reports To: Director of Grants & Special Projects

FLSA Status: Non-Exempt

Prepared By: Associate Superintendent - Human Resources

Prepared Date: 10-14-2016

Summary:

Under direction, to serve as secretary to a principal of a secondary school or a district administrator; to relieve the administrator of routine administrative and fiscal duties related to all grants and special projects; and to perform related work as required.

Experience or training required:

Knowledge of:  Correct English usage, spelling grammar and punctuation; modern office methods and practices, including letter and report writing, keyboarding, receptionist and business telephone techniques and filing systems; advanced word processing techniques; advanced manual and automated record keeping; business mathematics; basic financial record keeping practices; excel, budgeting and amendments, requests for funds, final financial reporting, general ledger reports, purchasing, budget transfers, adjusting journal entries, operates E-page, E-note, and IVEE software systems; and principles of supervision and public relations techniques.

Ability to:  Plan, organize and complete both financial and clerical work to meet established standards of quality and timeliness; learn and interpret specific rules, regulations, laws and policies and to apply them with good judgment in a variety of situations without immediate supervision; represent the Grants Director in interactions with co-workers, central office staff, school staff, and public tactfully and courteously in situations requiring diplomacy, friendliness and firmness; understand the needs of children and possess a genuine liking for children; assume responsibility and use good judgment in recognizing the scope of delegated authority, maintain confidentiality of privileged or sensitive information; determine and retain privileged communications; operate a computer and have verifiable skills in using current office software programs; proofread and detect errors; make mathematical calculations with speed and accuracy; operate a vehicle observing legal and defensive driving practices; understand and carry out oral and written instructions; establish and maintain effective proactive relationships with those contacted in the course of work.

Any combination of training, education and experience which demonstrates an ability to perform the duties of the position: Graduation from high school or the equivalent.  A typical qualifying entrance background is completion of formal or informal training in business English, record keeping, data entry, keyboarding, or a closely related field; and experience performing administrative secretarial and office managerial duties including clerical staff supervision and report preparation duties; or experience at or equivalent to experience as a Senior Office Specialist or Administrative Secretary II in the Carson City School District, wherein the incumbent has acquired the knowledge and abilities listed above.

Licenses or Certificates Required:

Possession of a high school diploma or equivalent certificate, a valid driver’s license issued by the state of residence, and an original Social Security Card.

The Job Functions:

Positions in this class serve as secretary to an administrator, supervise assigned clerical staff if needed and give general directions to the clerical staff at District schools on matters associated with grants and special projects.   Incumbents work with considerable independence in initiating and completing work as well as supervising and assigning fiscal related duties to grant support staff.

Essential Job Functions:   

Coordinates and performs a wide variety of fiscal, accounting, and clerical duties for the Grants/Special Projects Department, ensuring that all required grant financial and program reporting is completed in a timely and accurate matter; keyboards confidential letters, reports, bulletins, agendas, memoranda, material and other documents; uses initiative in editing and formatting finished documents; composes independently, or from oral instructions, letters requesting or giving information and letters and bulletins dealing with routine school activities; receives, opens, distributes and independently follows up on mail; maintains confidential files and other files and records; compiles and prepares reports; greets and interviews visitors either in person or by telephone and either answers questions concerning District policies and programs or refers persons to another source of information; takes and screens calls, schedules meetings, appointments and deadlines for the administrator and others; maintains yearly/monthly/daily calendar for supervisor and the department; design administrative/clerical systems; may participate in the selection and training of clerical employees; organizes work flow; sets priorities of clerical staff; collects, organizes and assembles data and materials for the supervisor; reviews documentation; maintains grant files; learns to use and interpret the Education Department General Administration Regulations (EDGAR) related to job and departmental functions; generate budget amendments as needed for all grants; helps to prepare reports for auditors and meet with auditors on federal/state grants as needed/ works closely with state and federal representatives on grant management; works closely with school principals and staff on grant budgets and grant related issues; assist in generating budget transfers associated with grants; generate and run budget reports on all grants, monitor and maintain awareness of expenditures in all grants; generate requests for funds and final financial reports for each grant; generate contracts for grant programs at district and school sites; compile school Title I data for the Performance and Comparability Reports; generate, input, print, and process purchase orders for all grant expenditures from school sites; act as a resource to assist clerical staff at the school sites with imputing timesheets and purchase orders; make travel arrangements and distribute information to District personnel for grant related projects/training/activities; set up workshops for grants; prepare requests for travel and vehicle use; Interface with Fiscal Director, Fiscal support staff and Human Resources; serve as “back-up” for the Superintendent’s Office when the Board Executive Assistant is on leave by, attending School Board meetings, sending out School Board packets, answering phones opening mail, and assisting the Superintendent as required; maintains confidentiality of privileged information; and performs related work as required

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies:

• Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Customer Service - Manages difficult or emotional student situations; Responds promptly to student needs; Solicits student, peer, and supervisor feedback to improve instruction; Responds to requests for service and assistance; Meets commitments.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things; Maintains a friendly and approachable demeanor.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• Leadership - Displays passion and optimism; Inspires respect and trust; Mobilizes others to fulfill the vision; Provides vision and inspiration to students and peers. Exhibits confidence in self and others; Inspires and motivates students and peers to perform well; Effectively influences actions and opinions of others; Accepts feedback; Gives appropriate recognition to others.
• Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
• Quality Management - Looks for ways to improve and promote instructional quality; Demonstrates accuracy and thoroughness.
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Organizational Support - Follows policies and procedures; Completes professional tasks correctly and on time; Supports school’s goals and values; Benefits organization through outside activities; Supports and respects diversity.
• Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate staff in decision-making process; Makes timely decisions.
• Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

Language Skills:

Ability to read and interpret documents such as handbooks and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of students and staff.

Mathematical Skills:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

To perform this job successfully, an individual should have knowledge of student information software; Internet software; Spreadsheet software and Word Processing software.

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 duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

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When applying for a position, candidates must meet the minimum qualifications as listed on the appropriate position vacancy announcement.

Notice of Non-Discrimination: The Carson City School District does not discriminate against any person on the basis of race, color, national origin, sex, disability, age, or on any other basis protected by state or federal law, and it provides equal access to the Boy Scouts of America and other designated youth groups. The following person has been designated to handle inquiries regarding the District’s non-discrimination policies: Title IX and 504 Coordinator, 1402 W. King Street, Carson City, NV 89703, (775) 283-2130.