Program Secretary - Millet Learning Center

Program Secretary - Millet Learning Center General Summary of Position

Under the direction of the Principals of the Millet Learning Center. This position is responsible for the completion of the general secretarial workflow within the Millet Learning Center. The Program Secretary must have a working knowledge of all departmental functions. This position is required to accomplish a coordinated and collaborative team effort in the completion of responsibilities associated with school programs.

Such as student accounting, basic knowledge of special education rules and regulations, knowledge sufficient for the timely processing of purchase orders and invoices, utilization of the transportation communication system, and both oral and written communication with parents and/or guardians.

• Oversees and maintains Student Accounting Services at the Millet Learning Center, inclusive of database management of files, preparing state and local reports, and control of the Medicaid billing process.
• Is responsible for the process of documentation of student account days on the scheduled dates of each school year.
• Initiate, gather all necessary information, and prepare scheduled routine reports within the designated timelines. These reports include the Annual Education Report, student reports for local Special Education administration, Pupil Accounting Report, and the input and update of records on MI-CIS.
• Process IEP invitations and forms, with the appropriate information, within the mandated legal timelines.
• Reviews IEP forms regularly to gather data required for various reports, for example, FTE determination of ancillary service hours.
• Oversees the Millet Learning Center establish purchase orders and invoice process.
• Monitors and verifies the substitute payroll accounting process and routing absence reports to the appropriate principal as needed or requested.
• Monitor, manage, and remain current in knowledge of established filing systems, such as CA60, Medicaid, Student Enrollment and all other records within the student accounting system.
• Upon the approval of the appropriate Principal, initiates service contracts. Monitor the scheduling of service and verifies that such service has occurred.

• Responsible for a major department/area.
• Make decisions about departmental workflow.
• Management of program funds; accountability, including but not limited to: bookkeeping, maintenance of records for receipts and disbursements, recording/verifying entries or accounts, preparation, processing, and verifying of invoices, the setup and typing of financial reports, responsible for monetary transactions, and the monitoring of budgeted accounts for the department.
• All telephone calls are answered in a pleasant, professional, and helpful manner.
• All telephone calls are answered within three rings.
• Consistently deliver excellent customer service.
• Knowledge and management of established filing systems.
• Open, sort, and route incoming and outgoing correspondence.
• Maintain confidentiality regarding student, parent, and staff information.
• High-level decision‑making authority.
• Oversee the acquisition process and maintenance of departmental supplies.
• Schedule and monitor equipment repair/service contracts.
• Manage workshop, seminar, and meetings planning and preparations.
• Develop and publish newsletters, flyers, and brochures. Create layouts, formats, and the manner of distribution.
• Creates/develops reports; presents findings in oral/written form, researches, and summarizes information.
• Assist consultant/presenters in their secretarial needs.
• Provide departmental orientations and training for new employees.
• Make travel arrangements for the department.
• Manage department calendars; inclusive of scheduling appointments, conferences, meetings, and programs.
• Create and modify program operations/procedures to meet the changing department requirements or needs.
• Extensive contact with internal and external customers.

• Must have a High School diploma or GED equivalency.
• Problem‑solving skills.
• General office experience, a minimum of three years.
• The ability to work with diverse…