Administrative Assistant II -Title I Dept.

POSITION: Administrative Assistant II

DEPARTMENT: Title I

REPORTS TO: Director of Title I

JOB DESCRIPTION:

The primary function is to provide support and assistance to the Director of Title I, perform bookkeeping duties, and assist with Title I budget preparation, maintain communication with program staff at the school and district level, and adhere to program requirements as related to federal funds assigned to the Title I Department.

QUALIFICATIONS:

• Three years of related experience, with demonstrated ability for office practices, procedures, and duties relevant to the department, such as experience with budgets and financial record keeping.
• Preferred experience working with the Title I budget and Nextgen.
• Minimum of high school diploma.
• Proficient in Microsoft Office – Specifically Excel.
• Excellent verbal and written communication skills.

ESSENTIAL DUTIES:

• Assist with budgets and manage bookkeeping responsibilities for district and school level budgets managed by the Director of Title I, reviewing monthly expenditure and payroll reports for accuracy, and resolving any discrepancies.
• Enter federal budgets and amendments for the state approval process.
• Establish and consistently maintain financial records and reports, with supporting documentation, for monitoring and audits.
• Maintain a system of managing documentation for purchasing, receiving, and invoice payment processing for district and school-level program expenditures.
• Generate purchase requisitions for department and school level Title I purchases.
• Work with the Technology department to maintain accurate inventory reporting.
• Work with the Payroll department and school staff to manage documentation for program-paid staff, substitutes, additional compensations, and periodic certifications.
• Provide financial reports to the Director of Title I, program areas staff, and school principals as needed.
• Organize and assist in the preparation of state and local monitoring and audits.
• Process documentation in a timely manner, with special attention to payroll dates and meeting deadlines.
• Contact vendors for information and serve as the point of contact for purchases and invoices.
• Maintain and submit orders for district office supplies and arrange service for office equipment.
• Work with the Business Department to complete end-of-fiscal-year responsibilities related to the Title I budget.
• Answer general inquiries and/or interpret records and documents as needed to support the Title I Department.
• Attend professional conferences and meetings as needed.
• Archive and purge records according to established procedures and timelines.
• Assist department staff with creating and proofing documents and correspondence, professional learning conference arrangements, and preparing for training meetings.
• Assist the Director of Title I with other duties assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong attention to detail with the ability to manage multiple tasks and meet deadlines accurately and efficiently.
• Sound judgment, discretion, and the ability to maintain confidentiality in all matters.
• Flexibility to respond to immediate needs and adaptability under pressure.
• Excellent interpersonal and communication skills; demonstrates professionalism, respect, and timely responsiveness in all interactions.
• Dependable, self-motivated, and cooperative, with a willingness to support team members and contribute to a positive work environment.
• Professional appearance and demeanor, with the ability to represent the organization positively to internal and external stakeholders.
• Strong problem-solving skills and the ability to work independently or collaboratively to resolve issues.
• Active participation in meetings and professional activities, contributing ideas and feedback as appropriate.

PHYSICAL DEMANDS:

• Occasional travel for training and meetings.
• Often sitting for extended periods of time.
• Moderate lifting and moving of various items from 15 – 30 pounds.
• Manual dexterity to use office equipment.

12-Month Employee / 230-workdays

Classified Salary Schedule: Grade M