Secretary of Grants

Waltham Public Schools 617 Lexington - Waltham, Massachusetts Open in Google Maps

This job is also posted in Waltham Public School District

Job : 5918930

Final date to receive applications: Oct 12, 2026 11:59 PM (Eastern Standard Time)

Re-Posted: Sep 28, 2026 4:00 AM (UTC)

Starting Date: Immediately

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…