Job Title: Administrative Asst. to Director of Accountability/Director of Student Engagement

Wage/Hour Status Non Exempt

Reports to: Director of Accountability/Director of Student Engagement             Pay Grade:  Clerical 6

Dept./School: Central Administration                                                            Date Revised:  02/2024

 

 

Primary Purpose:

Provides administrative and clerical support to both the Director of Accountability and the Student Engagement Department. This position collaborates with district and campus staff to provide educational opportunities by facilitating access to supplemental programs, as well as, the efficient and effective use of federal funds. Ensures compliance with financial, legal, and administrative requirements. Supports implementation of district priorities under the direction of administrative personnel.

Qualifications:

Education/Certification:

High school diploma or equivalent

Three years administrative support experience, preferably in a public education environment

Special Knowledge/Skills:

• Understanding of budgeting and application of federal purchasing procedures and guidelines
• Thorough understanding of office programs such as Google, Word, Excel, Skyward, Plan4learning, Edugence, and Title I Crate
• Commitment to learning, understanding, and applying rules and regulations for Federal Programs
• Strong organizational, communication, and interpersonal skills
• Ability to work independently, as well as, in a team-oriented environment
• Knowledge of district organization and operations, as required for this position
• Meticulous record keeping and documentation for federal programs

Major Responsibilities and Duties:

 

Federal Programs 

1. Maintain budget, budget codes, balances, and a data collection/accountability system for federal program expenditures, and monitor parental involvement activities
2. Interface with private non-profit schools and assure compliance with relevant federal regulations as needed
3. Gather and maintain needs assessment, compliance data, and federal program documentation
4. Attend all necessary training for federal programs and local financial procedures
5. Interface with Human Resources, C&I, Purchasing, and Finance Departments, as well as, campus staff to ensure compliance with all federal regulations
6. Process payment authorizations, purchase orders, contracts, and requests to expend funds
7. Support the completion of Federal program applications, compliance reports, expense monitoring, and position control including monthly check-in meetings
8. Respond to all inquiries from district and campuses in a timely, professional, and knowledgeable manner
9. Reserve district facilities/locations and prepare materials for meetings, professional development, and other program activities.
10. Attend program specific meetings and professional development as required by the district
11. Other duties as assigned to achieve district priorities.
12. Provide administrative support to non-Federal program roles under the Director of Accountability and Continuous Improvement as needed

Student Engagement 

1. Coordinate with intervention program representatives to schedule campus visits, training sessions, and workshops
2. Respond to all inquiries from district and campuses in a timely, professional, and knowledgeable manner
3. Grant intervention program access to approved staff members 
4. Prepare, organize, and distribute materials for professional development, as well as, classroom or program activities.
5. Reserve district facilities/locations for meetings, professional development, and other program activities.
6. Work in collaboration with central office administrative assistants to ensure large and/or time-sensitive tasks for district and interdepartmental activities are completed.
7. Provide monthly progress reports for campus teams according to the intervention programs in use 
8. Assist in the professional development process  including tracking participant attendance, collecting feedback data, and assigning credit in approved platforms
9. Inventory MTSS resources 
10. Assist in the preparation of documentation for program reviews, audits, and reporting.
11. Maintain budget including tracking materials, training costs, and professional services.
12. Compile budget reports and assist in the preparation of funding requests or grant applications 
13. Support Student Engagement/MTSS department activities as directed by the program director and coordinator.

 

Supervisory Responsibilities:

None.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

• Work with frequent interruptions.
• Regular and consistent attendance during administrative office hours
• Maintain emotional control under stress. 
• Repetitive hand motions, including prolonged use of computer, and continuous sitting.
• Multitask and maintain a positive demeanor.
• Occasional prolonged and irregular hours.
• Demonstrate patience and flexibility in changing job demands and when interacting with parents, staff, students, visitors, and the public.  
• Maintains confidentiality.

Working Conditions

 

Mental/Physical/Environmental Demands:

Maintain emotional control under stress. Maintain professional dignity in stressful situations.  Demonstrate patience and flexibility in changing job demands and when interacting with parents, staff, students, visitors, and the public.

Work with frequent interruptions; Continuous sitting. 

 

The foregoing statements describe the general purpose and the responsibilities assigned to this position and are not intended to represent an exhaustive list of all responsibilities and skills required.