Secretary, Title Programs and Grant Support

Dover, DE 19901, US
Oct 25, 2018
Close Date:

Title of Position: Secretary, Title Programs and Grant Support

Reports to: Director, Title Programs and Grant Support

Description of Position:

We are looking for an energetic, mature, self-directed individual to serve as the secretary for the Title Programs and Grant Support workgroup in the Student Support Team. As the secretary for this team, you will support the management of federal programs that provide financial assistance to Delaware's public and charter schools through the Title I, School Supports and Improvement, English Learner/Migrant and McKinney-Vento grants. We are looking for a natural motivator who is comfortable with fluid, high-stakes, low-oversight work environments and who can anticipate and act on needs before being asked. We seek an individual with strong organizational, financial, and writing skills who knows how to multi-task, prioritize, and "get things done."

Major Responsibilities Include:
  • Maintain and monitor federal program budgets and expenditure data including
    • Assist in the processing of formula and competitive grant awards to local education agencies
    • Maintaining financial documents in First State Financial System
    • Preparing purchase orders, payment vouchers, and contracts, statement of agreements, reimbursements, credit card reconciliation, and sub grants.
    • Assist in the monitoring of federal program funding by preparing associated fiscal reports in accordance with direction from Education Associates
    • Maintain credit card accounts, file approval and documentation for each purchase, and reconcile the account statement each month for submission to the Business Office.
    • Preparing documents for approved out-of-state travel arrangements and expenses.
  • Provide administrative support to various programs within the team including
    • Preparing correspondence, memos, meeting minutes, reports, and other written materials as needed.
    • Assist in the coordination of statewide events for Reward, Recognition, and National Distinguished Title I schools programs.
    • Performing computer-related operations (creating, composing, editing, printing, saving and retrieving computer-generated documents, data management, creating tables, merging files, and using electronic mail and maintain calendar in Outlook).
    • Preparing meeting minutes
    • Coordinating and scheduling meetings, including room reservations, meals, associated budget accounting, typing/emailing agendas, and setting up training sessions in the Professional Development Management System (PDMS).
  • Other duties as assigned

Essential Qualifications and Skills

  • Minimum high school diploma or GED; some college preferred

  • Experience with budget management and basic accounting procedures
  • Knowledge of principles, practices and procedures of administration and office management
  • Experience using Microsoft Office products including Microsoft Excel and Outlook.
  • Experience with First State Financial Systems (preferred)

  • Skill in collecting, compiling, evaluating and analyzing information from a variety of sources.
  • Skill in oral and written communication and the ability to handle questions and concerns with speed and confidentiality
  • Ability to work effectively and efficiently in managing multiple priorities
  • Ability to effectively communicate Department policy
  • Ability to prepare clear and concise reports
  • Ability to thrive in a fast pace environment and multi-task without sacrificing attention to detail
  • Ability to perform responsibilities with minimal supervision
  • Ability to set priorities and work under pressure
  • Discretion and confidentiality


Salary will be computed in accordance with the education, experience, and training of the individual selected and in accordance with salary schedules for employees of the Department of Education. Direct deposit of payroll checks is a condition of state employment, and employees are paid on a lag pay schedule with the first payment made after approximately one month of employment.


A criminal background check is required. The successful candidate must demonstrate during the interview process an understanding of diversity, educational equity and multicultural education. This job description is not intended to be an all-inclusive list of duties and standards of the position. The selected candidate should expect to perform any other related activities needed to deliver the position's key duties and responsibilities and follow any other instructions as defined by his/her supervisor.

The Delaware Department of Education is an equal opportunity employer. It does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, genetic information, marital status, disability, age or Vietnam Era veteran's status in employment or its programs and activities. Inquiries should be directed to the Department's Human Resource Office, 401 Federal Street, Suite 2, Dover, Delaware, 19901, Telephone No. (302) 735-4030.

A person may not be employed by a public school employer in any position requiring licensure and certification if the person does not meet licensure and certification requirements established under Chapter 12 of [Title 14 of the Delaware Code]..., except pursuant to a license extension and/or emergency certificate issued pursuant to Chapter 12. See 14 Del. C.§ 1313.

Direct deposit of paychecks is a condition of employment for all new employees hired after December 31, 1995

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