Administrative Assistant - Special Programs Grants and Technology

Hourly rate range will update July 1, 2026, to $19.59-$21.41

Administrative Assistant - Special Programs Grants and Technology
Purpose Statement

The job of Administrative Assistant - Special Programs Grants and Technology is done for the purpose/s of providing efficient and accurate accounting practices for all Special Programs grant activities; monitoring assigned programs and/or projects; supports the preparation of Special Programs grant applications; maintains and processes financial and statistical records for Special Programs Grants; and provides a variety of support functions as needed for all Special Programs grant funded district programs. Additionally the position oversees the evaluation, acquisition, distribution, and inventory of technology for Special Program students with Individual Education Plans; assisting students, teachers and parents in identifying technology; maintaining records and performing related administrative tasks; and serving as a general resource to special programs personnel.
Essential Functions

• Audits and reconciles a variety of information as needed and/or assigned (e.g. Special Programs grants, ) for the purpose of accurately compensating employees and ensuring compliance with all established accounting regulations.
• Collaborates with other staff members as needed and/or assigned (e.g. data collection, year-end closing, grant design, ) for the purpose of completing assigned duties accurately and in a timely manner.
• Compiles statistical and financial data from a variety of sources (e.g. grant regulations, budgets, ) for the purpose of complying with financial, legal and/or administrative requirements.
• Coordinates annual physical inventories of Special Program technology for the purpose of ensuring accurate accounting and complying with mandated
• Informs personnel and/or vendors regarding required documentation and/or procedures for the purpose of conveying information necessary to complete
• Instructs Special Programs staff on budget and Special Programs grant related issues as needed and/or assigned for the purpose of ensuring that Special Programs employees are well trained in Special Programs processes and procedures and that proper accounting methods are
• Maintains a variety of documents, files and records (e.g. grant applications and documentation, correspondence, schedules, budget activity reports, ) for the purpose of providing up-to-date audit trail, availability of information as needed and ensuring confidentiality and use of appropriate accounting practices.
• Maintains computer hardware,software web-based applications and password lists for the purpose of ensuring availability of equipment and/or supporting
• Maintains records and files relating to available resource materials (e.g. location of each technology support device; licenser and usage agreements for software; special needs books, ) for the purpose of ensuring access to materials when required and complying with Special Programs grants and other mandated requirements.
• Monitors assigned budgets, activities and/or projects for the purpose of coordinating finances and activities and ensuring compliance with established financial, legal and/or administrative
• Monitors expenditures related to the assigned funds for the purpose of ensuring expenses are within budgetary limits and comply with mandated
• Prepares a variety of documentation and related materials for the purpose of documenting activities, providing written reference and/or conveying
• Prepares written and electronic materials (e.g. current technology inventory, purchase orders, reports, memos, letters, ) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes documents and materials (e.g. purchase orders, reimbursements, cash requests, budgets, journal entries, ) for the purpose of updating information in compliance with sound accounting practices and/or local/state/federal requirements.
• Procures technology, including "repurposing" existing hardware and software for the purpose of maintaining availability of required
• Reconciles discrepancies in asset records (e.g. physical count versus reported items, purchase orders versus items received, physical location of items, ) for the purpose of maintaining an accurate inventory of all technology and related items.
• Reconciles financial data as needed and/or assigned for the purpose of maintaining accurate account balances and ensuring compliance with established accounting
• Researches a wide variety of topics (e.g. discrepancies, accounting irregularities, current practices, policies, grant specifications, ) for the purpose of providing information for addressing a variety of administrative requirements.
• Responds to inquiries from a variety of internal and external parties (e.g. staff, public agencies, ) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Supports assigned administrative personnel for the purpose of providing assistance with administrative
• Transports a variety of items (e.g. devices, equipment, supplies, ) for the purpose of providing materials in classroom or transporting equipment for repair.

Other Functions

• Assists other personnel, as may be required, for the purpose of ensuring an efficient and effective work environment.
• Participates in meetings, workshops and seminars as assigned for the purpose of conveying and/or gathering information required to perform

Job Requirements: Minimum Qualifications

Knowledge, Skills and Abilities

KNOWLEDGE is required to perform algebra and/or geometry; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: basic accounting/bookkeeping principles; business telephone etiquette; and concepts of grammar and punctuation.

SKILLS are required to perform single, technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; performing standard bookkeeping; preparing and maintaining accurate records; and using pertinent software applications.

ABILITY is required to schedule activities and/or meetings; gather, collate, and/or classify data; and use basic, job- related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize specific, job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working with detailed information/data; and working with frequent interruptions.
Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; monitoring budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is some opportunity to impact the organization's services.
Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, 10% standing. This job is performed in a generally clean and healthy environment.

Experience: Job related experience with increasing levels of responsibility is required.

Education: Targeted job related education that meets organization's prerequisite requirements.

Required Testing: Pre-Employment Proficiency Test

Certificates and Licenses: None Specified

Continuing Educ./Training: None Specified

Clearances: Criminial Justice Fingerprint/Background Clearance

FLSA Status: Non Exempt