MTSS Administrative Assistant (AA)

JOB TITLE: Grant Coordinator/MTSS Admin Assistant (GCAA)

REPORTS TO: Executive Director of Teaching and Learning/Director of Finance

APPROVED BY: Superintendent of Schools

UPDATED: 7/2026

FLSA STATUS: Non-Exempt

POSITION OBJECTIVES: This shared position reports to the Executive Director of Teaching and Learning (EDTL) and the Director of Finance (DOF) for the below-mentioned duties. Flexibility in the GCAA’s schedule will be required.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The core responsibilities for this position include working with the EDTL to support the major functions of the MTSS office, which includes the EDTL, Director of Curriculum (DoC) and Director of Social-Emotional Learning (DoSEL) . Grant management including grant compliance will also be part of the core duties. All responsibilities of the GCAA are with support from and in coordination with the Directors. Essential skills for this position include strong and positive communication skills, basic technology skills, a high level of organization, the ability to work independently, and a desire to learn and take on new tasks and responsibilities. This position requires that the information about all students, personnel, and data be kept confidential at all times. This shared position requires flexibility, a growth mindset and a positive attitude!

GRANT COORDINATION AND COMPLIANCE

• Procurement for all purchases through Federal, State and Local Grants
• Invoicing, Purchase Orders, and reconciliation of orders
• Collection of evidence for grants and completion of annual reporting (coordinated effort with EDTL)
• Manage correspondence with Independent Schools / Equitable Services
• Communication with consultants, administrators, participants, etc.
• Completion of Personal Activity Report
• Grant management of revenues and expenses with updates to eFinance
• Adhering to grant timelines and reporting requirements
• Provide necessary information for budget preparation to the DOF, providing graphs on grant usage
• Grant writing when applicable
• Review new grant opportunities for cost/reward analysis
• Work with Data Specialist on Data Gathering for Reporting
• Student data collection

UNIVERSAL PREK COORDINATION

• Communicate with Independent PreKindergarten Schools to secure contracts and ensure compliance with the Universal PreK requirements
• Collaborate with the Business Office to ensure accurate billing and invoicing for Independent PreKindergarten providers
• Confirm registration and residency requirements for entering students entering Independent PreKindergarten Schools
• Coordinate with Integrated Technology (IT) to maintain an updated PreK website
• Coordinate with EDTL to ensure WCSU PreK compliance to regulations

ADMINISTRATIVE ASSISTANT FOR THE MTSS OFFICE

• Manage communication with staff on behalf of MTSS office
• Organization of system (handbook, letters, stipend agreements, documentation, etc.)
• Budget Management, communication with the business office

• Contracts secured with facilitators, following grant procedures
• Communication - teachers, school staff, consultants
• Organization of all event planning (with support from DoC)
• Materials order and preparation
• Agenda preparation & Minute taking, as appropriate
• Coordinate with Integrated Technology (IT) to maintain an updated MTSS website

• Copying, printing, projects, etc.
• Document Creation (letters, certificates, etc.)
• Spreadsheets to manage data and information
• Creating and managing an electronic system for archived data
• Invoicing, Purchase Orders, and reconciliation of orders
• Complete special projects as requested
• Support Academic Support Team teachers, as requested

• Manage correspondence with candidates, committee members, etc.
• Organize the process for hiring (scheduling, communication, etc.)
• Other duties, as assigned.

SUPERVISION RECEIVED:

Reports to, evaluated by, and receives technical direction and oversight from the Executive Director of Teaching and Learning in collaboration with school Principals. The Director of Finance will provide oversight for business office functions of this position.

SUPERVISORY RESPONSIBILITIES: This position does not include supervisory duties.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, in addition to the following:

• Education and Experience. Bachelor’s degree plus three years of relevant experience preferred, or a combination of education and experience from which comparable knowledge and skills are acquired is required.
• Language Skills. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Mathematical Skills. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

• Computer Skills and Experience. Excellent basic computer skills and understanding of the integration of academic technology strategies required.
• Reasoning Ability/Mental Requirements. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Communication & Interpersonal Skills. Ability to communicate courteously, efficiently and effectively with a variety of individuals, including students, faculty, administrators, parents, and representatives of outside organizations. Ability to work cooperatively and effectively with peers, subordinates, supervisors, parents, and outside agencies.
• Additional Competencies. The individual in this position must possess the following:

• Dependability – being reliable, punctual, responsible and fulfilling obligations.
• Self-Control – maintaining composure, keeping emotions in check, controlling anger, and avoiding aggressive behavior, even in very difficult situations.
• Stress Tolerance – accepting criticism and dealing calmly and effectively with high stress situations.
• Cooperation – being pleasant with others on the job and displaying a good-natured, cooperative attitude.
• Concern for Others – being sensitive to others’ needs and feelings and being understanding and helpful on the job.
• Attention to Detail – being careful about detail and thorough in completing work tasks.
• Integrity – being honest and ethical.
• Adaptability/Flexibility – being open to change (positive or negative) and to considerable variety in the workplace.
• Independence – guiding oneself with little or no supervision, and depending on oneself to get things done.
• Social Orientation – preferring to work with others rather than alone, and being personally connected with others on the job.