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Administrative Assistant to the Director of Federal/State Programs

ECTOR COUNTY ISD • Odessa, TX • 2d ago

Job Description {#job-description tabindex="0"}

::: {tabindex="0"}

Job Title: Administrative Assistant to the Director of Federal/State Programs and Accountability

Wage/Hour Status: Non-Exempt

Reports to:Director

Pay Grade:Pay Grade 6

Dept. /School:Federal and State Programs and Accountability

Days:227

Primary Purpose: To provide accurate and timely clerical support, record-keeping, and training in all areas of the functions within the departments, and to perform those clerical duties required for various at risk student programs; such as Compensatory Education, and ESSA Title programs as assigned. Willingness to attend out of town trainings preferred.

Qualifications: Perform and lead training for other departmental support staff as assigned; maintain department budget and schedule of meetings; provide accurate and timely clerical support and record keeping in all areas of the functions in the department for the federal/state programs office; manage and process supplemental payroll and supplies for grants managed.

Education/Certification:

High school diploma required

Special Knowledge Skills:

Skills necessary to manage federal/state programs office

Successful job experience

Experience:

Clerical support

Strong computer background and public speaking ability necessary

Record-keeping

Major Responsibilities and Duties: Supports fiscal and program compliance by working with federal program executive director, Title One Specialist, campus staff, teachers, principals, and other administrative staff to ensure that federal and state documentation is processed, organized and archived electronically in a timely manner for the following areas:

Processes and archives payroll documents to include job descriptions, time and effort, semi-annual certifications for those federally and state funded positions, to include full time, part time and extra duty payroll.

Processes monthly full time and part time supplemental pay, provides training and support to campuses/ departments as needed to ensure compliance with federal program rules related to supplemental pay and archive as assigned.

Processes and archives travel documents for department and for those travel with federal state funds.

Processes budget changes, requisitions, and maintains budget accounts for office and federal/ state programs.

Develops and leads training on federal state processes and procedures as required for fiscal and programmatic compliance as assigned.

Processes and archives federal programmatic documentation as assigned to include parents right to know documentation for highly qualified, ensuring that notifications to parents are sent home in accordance with ESSA statute.

Maintains department website and develops forms such as PowerPoint, Excel, Word, PDFs

Schedules meetings as requested, prepares folders, with agendas and requested paperwork for meetings

Coordinates the posting of the Federal Campus Report Card

Attend trainings in service area as well as out of service area to become knowledgeable of federal and state rules and best business practices in order to field questions and assist office in training staff regarding federal/state rules.

Maintain a positive rapport in all communication methodologies with professional staff and learning community regarding federal/state programs duties as well as keep documentation records where applicable of communications

Perform any other duties as assigned.

Funding:100% Local

Supervisory Responsibilities: NA

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress. Frequent districtwide and some statewide travel; occasional prolonged or irregular hours.

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