Administrative Secretary - School Improvement

JOB TITLE: ADMIN SECRETARY - FED PROGRAMS/SCHOOL IMPROVEMENT

DEPARTMENT: Curriculum/Fed Programs

REPORTS TO: Directors of Ed Service and Fed Programs/School
Improvement     

FLSA STATUS/CLASSIFICATION: Non-Exempt; Level 8

SUPERVISORY DUTIES: None

APPROVED ON: 10/2/2025

JOB SUMMARY

Under the direction of the Directors of Educational Services and Federal Programs/School Improvement, the Administrative
Secretary provides professional and administrative support to ensure the effective operation of federal
and state program initiatives and district educational services. This position assists in planning,
organizing, and coordinating activities that strengthen instructional programs, promote school
improvement, and ensure compliance with program requirements. The role fosters collaboration among
departments, schools, and community stakeholders while maintaining accurate records and delivering
high-quality administrative support

Essential Duties & Responsibilities:

• Provide administrative support for federal and state programs, including grant monitoring, reporting, and compliance tracking.
• Assist Educational Services with planning and coordinating professional development, instructional initiatives, and program improvement activities.
• Prepare and maintain spreadsheets, databases, reports, and other documentation related to budgets, expenditures, and program outcomes.
• Support curriculum and instructional program planning by scheduling meetings, preparing materials, and tracking project timelines.
• Review and assist with grant applications, budgets, and expenditure reports through web-based systems.
• Support external audits by reconciling grant accounts with Business Office reports.
• Coordinate communication regarding program requirements, timelines, events, and best practices.
• Collaborate with Family and Community Engagement team and other district departments on projects that support schools and student learning.
• Maintain organized records and files to support program accountability, instructional planning, and continuous improvement.
• Support external audits by reconciling grant accounts with Business Office reports.
• Provide general office support, including phone and front desk coverage, scheduling, and correspondence.
• Perform other related duties as assigned.

KNOWLEDGE/SKILLS/ABILITIES

• Knowledge of federal and state laws, regulations, and compliance requirements related to grant-funded programs
• Understanding of curriculum, instruction, and school improvement practices preferred.
• Strong organizational, analytical, and written/verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, and maintain accuracy.
• Effective interpersonal skills and ability to work collaboratively with staff, administrators, and community stakeholders.
• Ability to evaluate needs, identify solutions, and provide technical or procedural support as required.
• Proficiency in Microsoft Office, databases, and web-based systems.
• Commitment to professionalism, confidentiality, and courteous service.

Qualifications and Requirements

Education & Experience:

• High School Diploma or equivalent required.
• 2-3 years previous administrative assistant or secretarial experience required.
• Bachelor’s degree in education, business, or related field preferred.
• Experience in education, federal programs or grant administration preferred.
• Familiarity with modern office equipment and systems.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to reach with hands and arms. The employee is frequently required to sit and occasionally stand and walk. The employee may be required to move ten pounds and could occasionally lift or move up to twenty-five pounds.

WORK ENVIRONMENT:

Indoor office environment. This position regularly works indoors.The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times. Will have contact with employees, external agencies and the public.

Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent. The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position.  Additional duties are performed by the individual currently holding this position and additional duties may be assigned.