Management Associate

The main purpose of this position is to provide fiscal, administrative, office management and secretarial support to the Resource Management & Monitoring Branch necessary for facilitating technical assistance and communication with all public and private agency and local school system grant recipients. Supports efficiency and compliance in the oversight of all federal and State grants issued through the MSDE and all applicable State funds regulated and monitored by the MSDE.

This includes, but is not limited to, assuring the smooth operation of the Branch by performing a variety of complex administrative, secretarial, and clerical duties; ensuring accuracy of important and specific elements within the Branch regarding grant records and other fiscal documents and procedures; letters and electronic communication for grantees; staff development sessions; policy development; and other matters.

• Provides managerial, administrative, secretarial, and clerical support to the Branch Chief and other Branch staff. Supports professional development activities including planning and supporting the Annual Grants Meetings, Fiscal Task Force Meetings, and other statewide and regional professional development activities.
• Provides support to Branch leadership and staff in the construction, maintenance and use of databases and computer systems fiscal information and data relative to federal and State grants and funds, including the FMIS, STARS, and AFR systems, and the local Grants Management Database.
• Provides support to the Branch leadership and staff in the creation and implementation of strategies for the oversight and management of grant funds and the support of grant recipients in maintaining compliance with grant fund requirements. Assists Branch staff in managing grant awards and fiscal sub-grantee activity by tracking, reconciling, and reporting grant encumbrances and expenditures, and by providing and/or arranging technical assistance to sub-grantees regarding the resolution of issues and inquiries.
  
  Assists in instructing grantees in the proper completion of documentation. Generates, interprets, disseminates, maintains, and provides upon request all necessary database reports for the management and oversight of federal and State grant funds.
• Provides office management support and administration. Supervises the Branch secretary for the provision of support to the Branch. Responds to a high volume of sensitive telephone inquiries from local lead agencies, school systems and other public and private agency partners; parents; SESAC members and other advocates and interested citizens seeking information and convey messages to supervisors requiring specific attention while exercising a high degree of discretion as to what information must be referred.
• Examines and verifies reports and correspondence for completeness, propriety, adequacy, and accuracy. Proofreads draft and final copies of documents for errors in spelling, grammar, punctuation and format.
• Arrange travel and itinerary for meetings, conferences and other functions as requested by supervisor and staff. Proof and processes time sheets, leave requests, invoices, purchase orders, expense reimbursements, credit card reconciliations, etc. Secure venues for training meetings, supervises the duplication of materials, creates packets of resource information for attendees, finalizes venue invoices for approval and payment through FMIS and attends venue(s) to manage registration/logistical responsibilities as requested.
  
  Completes complex tasks including reports, PowerPoint presentations, charts, tables, databases, spreadsheets, etc., related to a variety of subject matter which may contain technical and legal content, following oral and written directions provided by supervisor.
• Provides Secretarial Support. Prepares and maintains files in accurate, comprehensive filing and data systems, prepares meeting folders and resources, updates Branch Chief’s electronic calendar and other daily management of project-related materials. Analyzes phone inquiries and correspondence to determine appropriate actions needed and with the Branch Chief’s assistance assigns Branch staff personnel to complete tasks. Develops and maintains a database of frequently used contact information for individuals and pertinent outside agencies for use by the Branch.
  
  Maintains mailing lists and directories for Section staff, local school system personnel, and committees that relate to the work of the Branch.

Education:

Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience:

Five years performing secretarial work or clerical work involving typing duties.

• Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.
• Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted at the rate of thirty…