Grant Coordinator -Secretary - Federal Programs

Campbell County Schools; Alexandria (KY); On-site; USD 40,000 - 52,000; Full time

Job summary

Campbell County Schools Central Office in Alexandria, Kentucky, seeks a Grant Coordinator - Secretary for Federal Programs to manage secretarial duties for federal grants and coordinate related office activities.

The role requires strong organizational skills, experience with budget monitoring, and the ability to prepare reports and agendas. Starting date is immediate, with full-time hours and 240 working days per year, under an hourly salary schedule.

Qualifications

• Education: high school diploma or GED and two years of secretarial experience.
• Ability to plan, organize, and coordinate office activities for federal grants.

Responsibilities

• Serve as secretary to a district administrator and coordinate activities.
• Interview and screen visitors and provide information on policies and procedures.
• Prepare board agenda items and related materials; compose correspondence.
• Research and compile information for federal reports and audits.
• Maintain budgets and monitor expenses in GMAP and MUNIS systems.
• Schedule meetings; arrange travel for staff as needed.
• Maintain confidential personnel records for federal grants.
• Prepare minutes and distribute notices for meetings.

Skills

Secretarial duties

Education

High school diploma or GED

Tools

GMAP

MUNIS

Job description

Grant Coordinator -Secretary - Federal Programs

Campbell County Schools Central Office - Alexandria, Kentucky. Open in Google Maps

Job Details

Job ID: 5897657
Application Deadline: Sep 30, 2026 11:59 PM (Eastern Standard Time)
Posted: Aug 21, 2026 4:00 AM (UTC)
Starting Date: Immediately

Job Description

CLASS TITLE: SECRETARY – Federal Programs

EDUCATION AND EXPERIENCE:

Any combination equivalent to; high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and two years of increasingly responsible secretarial and clerical experience.

BASIC FUNCTION:

Perform advanced-level secretarial duties requiring independent judgment and analysis for a District Director, Assistant/Associate Superintendent, or coordinator of a District-wide program or function; plan, organize, and coordinate office activities and communications for Federal Non-Competitive grants to relieve the supervisor of routine administrative and clerical details.

REPRESENTATIVE DUTIES:

• Serve as secretary to a Director, coordinator, or other administrator of a District-wide program or function; plan, organize, and coordinate activities to relieve the administrator of routine clerical details.

• Interview and screen callers and visitors, including students, teachers, administrators, parents, vendors, and the public and provide information or direct to appropriate personnel; provide detailed and technical information concerning District policies, procedures, and established regulations.

• Communicate with parents and District personnel on confidential or sensitive issues; screen incoming calls to gather and exchange information.

• Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters, and notices; prepare Board agenda items and related materials as assigned; compose correspondence or prepare from rough draft.

• Research and compile information and compute statistical data for Federal reports and special projects as assigned which include, but are not limited to: Declaration of Participation, applicable assurance documentation, GMAP reporting and applications, Comparability Report, and audit compliance reporting.

• Provide on-going and timely communication with principals, parochial principals, and participating homeschools regarding budget, allowable expenses, and documentation as is required by Federal non-competitive grants.

• Establish budgets in MUNIS according to GMAP, monitor the budgets for allowable expenses and timelines as is required by Federal non-competitive grants.

• Assist in informal and formal audit compliance documentation at the building and district level for all participating public, parochial, and home schools.

• Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents, and other materials; establish, modify, and maintain project and confidential filing systems.

• Schedule meetings, conferences, and appointments for the Director/Assoc. Superintendent; maintain calendar; arrange for conference rooms and refreshments; arrange and schedule travel accommodations as necessary for parochial and public personnel as applicable.

• Assist in the maintenance of Federal non-competitive budgets; enter data into computer to charge appropriate accounts; review invoices, requisitions, and purchase orders for accuracy, completeness, and compliance with department and District policies; inspect and verify accuracy of District financial reports with office records; research and resolve discrepancies as needed.

• Review or prepare a variety of materials and documents, including financial documents, invoices, inventory records, and statistics; order supplies and materials and prepare requisitions and purchase orders; assure adequate forms and supplies to support office operations.

• Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings, projects, and workshops; prepare and distribute minutes (Consultation with parochial schools as required in equitable services plans)

• Maintain a variety of complex personnel records including personal activity reporting as is required by Federal non-competitive grants.

• Compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures.

• Receive, open, and screen incoming mail and independently compose replies according to established procedures.

• Coordinate communications between supervisor and other District staff and the public.

• Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Modern office practices, procedures, and equipment.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• District organization, operations, policies, and objectives.
• Organization, rules, regulations, and programs related to an assigned office or function.
• Operation of a computer terminal and data entry techniques.
• Software applications used by the District, including word processing and spreadsheets.
• Financial and statistical record keeping techniques.
• Basic budget monitoring and control.
• Telephone techniques and etiquette.
• Financial and statistical record keeping techniques.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Interpersonal skills using tact, patience, and courtesy.

ABILITY TO:

• Perform advanced-level secretarial duties requiring independent judgment and analysis.
• Plan, organize, and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.
• Work independently with little direction.
• Type at an acceptable rate of speed.
• Analyze situations accurately and adopt an effective course of action.
• Compose independently or from oral instructions letters, memos, bulletins, or other material.
• Read, interpret, apply, and explain rules, regulations, policies, and procedures.
• Maintain records and prepare reports.
• Communicate effectively both orally and in writing.
• Meet schedules and timelines.
• Add, subtract, multiply, and divide quickly and accurately.
• Establish and maintain cooperative and effective working relationships with others.
• Understand and apply knowledge of Federal non-competitive grant programs to monitor compliance of programs.
• Effectively work in GMAP and MUNIS systems

TERMS OF EMPLOYMENT:

• Hourly Salary Schedule – Coordinator
• 8 hours/day
• 240 Days
• Board Approved: 4/12/2021

Position Type: Full-Time
Job Categories:

Support Staff > Clerical

Support Staff > Secretary

Job Requirements

• Citizenship, residency or work visa required