Secretary of Grants

SECRETARY OF GRANTS: FEDERAL, STATE, AND LOCAL GRANTS - 09/2026

Position Purpose:

The purpose of this position is to provide administrative and secretarial support to the Grants Coordinator in support of all grants. This includes maintaining records; by assuring that matters are processed and recorded in a timely manner and according to applicable requirements; by initiating the preparation of various lists, rosters and registers; by preparing and producing correspondence and reports; and tracking the expenditure of various funds for services that fall under the administration of grants. A Secretary of Grants is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under their direction and control.

Supervision:

Supervision Scope: The secretary of grants processes and coordinates partially and/or entirely the maintenance and completion of records and reports; organizes and maintains in a neat, orderly and current condition the records and supporting materials of actions taken by the administrators and other professional staff regarding grants.

Supervision Received: The secretary of grants works under the general and specific supervision of the Grants Coordinator. The position is subject to review and evaluation according to the School's personnel plan, policies and practices.

Supervision Given: None

Job Environment:

• Performs administrative duties in a high-activity office setting
• Requires the operation of telephones, computers, copiers, and other standard office equipment
• Communicates regularly with school staff, caregivers, and external providers requiring high levels of patience, tact, discretion, and confidentiality.

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

• Maintains related records and reports; prepares, maintains, files, retrieves, and disseminates information; monitors records for timeliness, information accuracy and completeness; prepares reports for administrators and others regarding grants
• Maintains and monitors funds or accounts (e.g., federal grants) including payroll, requisitions, payments and account balances; produces related reports; maintains budget details, accounts and summaries; monitors expenditures
• Prepares, maintains, files, retrieves, and disseminates student records and updates the online database student information system; monitors records for information accuracy and completeness
• Prepares, distributes and maintains all Title I forms for the Title I staff and teachers
• Assists the Grants Coordinator in maintaining Department of Elementary and Secondary Education (DESE) rules and regulations; acquires and maintains an awareness of state and federal guidelines
• Assists the Grants Coordinator in preparing and filing grant applications and amendments
• Prepares comparability and other data reports in compliance with Title I and maintains budgets for each grant; reconciles grant accounts with the Business Office
• Prepares payrolls for the professional and paraprofessional staff paid with grant funds
• Prepares correspondence and forms for the Grants Coordinator
• Handles all MKV student identification requests with support from the Grants Coordinator
• Coordinates in and out of district special transportation for MKV students and tracking payments and 50% cost shares with other districts
• Supports planning, communication and coordination of out-of-school time programming
• Supports grant program reviews and audits by filing, organizing and maintaining proper documentation and evidence for all grant related initiatives
• Maintains inventories of supplies, software, equipment, and other materials
• Demonstrates proficiency in the use of Word, Excel, and all Google products

Other Functions:

• Screens incoming traditional mail for appropriate distribution
• Regularly checks work email for information pertaining to tasks related to grants
• Performs similar or related work as required or as the situation dictates

Physical and Mental Effort:

The work is primarily of an intellectual nature requiring close attention to detail operating under the pressures of deadlines, mandatory procedural requirements and recurring customer service demands. The employee is frequently required to sit, walk, talk and/or hear; stand, use hands to finger, handle, or feel objects; and occasionally climb step stool, kneel; and, reach with hands and arms. The employee must lift and/or move up to 10 pounds. Specific vision abilities required by this job include close and distance vision and the ability to adjust focus. This position requires the ability to efficiently operate a computer keyboard. The employee must be able to hear normal sounds, distinguish sound as voice patterns and communicate through human speech using American English.

Minimum Required Qualifications:

Education Training and Experience:

Applicants for this position must have graduated from an accredited high school or possess a GED, have more than three years of clerical, secretarial or office administration experience.

Knowledge, Ability and Skill:

Knowledge: Applicants for this position must have a demonstrated knowledge of excellent office administrative practices and how to efficiently and accurately use word processing, spreadsheets, database, electronic mail, and information technology to provide for the effective records and database maintenance. Incumbents must know how to develop and maintain effective administrative techniques, understand procedural requirements for the office where assigned, and maintain confidential records.

Ability: Applicants for this position must be able to demonstrate the ability to master detailed procedural requirements within reasonable periods of time, produce accurate work, perform basic bookkeeping and coordinate multiple activities and set priorities. Incumbents must consistently meet procedural deadlines, produce accurate work, coordinate and administer pending matters, produce routine and specialized reports, provide responsive services and act within the scope of their delegated authority.

Skill: Applicants for this position must have demonstrated skill in organizing work, meeting deadlines while working under the pressures of other service demands and in providing courteous effective customer service. Applicants and incumbents in this position must have strong interpersonal skills and ability to multitask. Incumbents in this position must consistently demonstrate high levels of skill in office and records organization, adherence to required procedures, the use of technology to manage information, to efficiently prepare accurate records and reports, and to provide courteous communications and coordination.

(This job description does not constitute an employment agreement between the employer and the employee. It is used as a guide for personnel actions and is subject to change by the employer as the needs and requirements of the job change.)

Salary per WSSA collective bargaining agreement. Grade 2, 12 months

Non- Discrimination Notice: Waltham Public Schools does not discriminate on the basis of race, color, religion, disability, national origin, gender, gender identity or sexual orientation.

Waltham Public Schools has partnered with the Massachusetts Partnership for Diversity in Education (MPDE) in our effort to welcome diverse candidates to our school system. We value and prioritize the hiring of educators who bring a wealth of perspectives and experiences to our schools, and who reflect the diversity of the students we serve.

MPDE is a collaborative of public school districts with a 40-year uninterrupted history committed to supporting the interest of its members to increase the numbers of teachers of color for their schools by providing recruitment support and related services.