Grants, Nutrition, and Programs Secretary

MABTON SCHOOL DISTRICT #120

POSITION DESCRIPTION

Job Title:

Grants, Nutrition, and Programs Secretary

Reports To:

Assigned Administrator

Primary Purpose:

The Grants and Programs Secretary provides administrative, clerical, and program support for federal, state, and local grant programs, food service operations, and special program reporting requirements. The position ensures compliance with district, state, and federal reporting requirements, maintains accurate records, assists with financial and grant documentation, and supports food service operations as needed.

Essential Duties and Responsibilities

Grant and Program Administration

• Assist in the preparation, submission, and monitoring of federal, state, and local grant applications and claims.
• Maintain grant records, budgets, expenditures, and supporting documentation to ensure compliance with district, state, and federal requirements.
• Compile data from various sources including budget reports, invoices, purchase orders, personnel records, and program reports.
• Assist administrators with grant reporting deadlines and required submissions.
• Demonstrate knowledge of federal and state program requirements related to documentation, reporting, and compliance.
• Monitor assigned projects, timelines, and reporting requirements.
• Maintain confidential files, records, and documents for audit and compliance purposes.
• Coordinate meetings, trainings, workshops, travel arrangements, and professional development activities.
• Prepare agendas, record meeting minutes, and distribute information to staff.
• Respond to inquiries from staff, parents, students, agencies, and the public.

Food Service and Nutrition Program Duties

• Prepare and submit annual district food service applications.
• Complete food service grant applications and reimbursement claims.
• Prepare required state and federal food service reports.
• Process monthly reimbursement claims through applicable state systems.
• Upload direct certification information into Skyward.
• Distribute, collect, and maintain family income surveys.
• Ensure compliance with all OSPI food service reporting requirements.
• Prepare purchase orders and maintain food service financial records.
• Receipt food service sales and prepare bank deposits.
• Assist with student meal counts and meal count documentation.
• Transport district mail and documents as assigned.
• Provide assistance with meal preparation, food service operations, meal service, and kitchen support when necessary to meet operational needs.

Administrative Support

• Maintain confidential records and files.
• Process student records, referrals, requests, and other program documentation.
• Demonstrate effective time management and meet required reporting deadlines.
• Establish and maintain positive working relationships with staff, students, parents, and community members.
• Assist with office operations, data entry, filing, and communication.
• Perform other duties as assigned.

Minimum Qualifications

Education and Experience

• High School Diploma or GED required.
• Associate Degree or equivalent clerical, bookkeeping, business, or office experience preferred.
• Experience in grant management, school district operations, accounting, or educational programs preferred.
• Bilingual English/Spanish skills preferred.
• Experience working in educational settings preferred.

Knowledge, Skills, and Abilities

• Strong written and verbal communication skills.
• Proficiency with Microsoft Word, Excel, PowerPoint, and Google applications.
• Experience with Skyward or similar student information systems preferred.
• Ability to maintain confidentiality.
• Knowledge of state and federal reporting requirements.
• Ability to organize multiple projects and meet deadlines.
• Strong attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Ability to establish effective working relationships with staff, students, parents, and community members.

Physical Demands

• Ability to sit, stand, walk, bend, stoop, and reach throughout the workday.
• Ability to lift and carry up to 50 pounds.
• Frequent use of hands and fingers for keyboarding and office equipment.
• Ability to assist with food preparation and meal service activities as needed.
• Approximately 40% sitting, 30% standing, and 30% walking.

Working Conditions

Work is performed in an office and school environment with occasional work in the kitchen and food service areas. The employee may interact with students, staff, parents, and the public and must maintain professionalism and confidentiality.

Work Schedule

This position consists of 260 work days at 6.5 hours per day. Rate $26.46 - $36.21