Administrative Assistant - Director Of Federal Programs

Primary Purpose
Support the business operations of the Federal Programs department and provide clerical support to the Federal Programs Coordinator through the monitoring/evaluation process of funding. Actively engage in actions that contribute to the overall mission and strategic plan of Clear Creek ISD.
Qualifications
Education/Certification/Licensure
High School diploma required
College hours or Associates Degree preferred
Special Knowledge/Skills
Effective verbal and written communication skills
Strong organizational and file maintenance skills
Proficient computer and typing skills
Utilize on-line research skills
Accurate electronic record and bookkeeping skills
Ability to maintain confidentiality
Experience
Minimum of 3 years office experience preferably in an educational field with Federal Programs.
Major Responsibilities and Duties

Assist with hiring process of new employees; schedule interviews from Human Resources applicant list and conduct interviews

Prepare interview folders and set up interviews of applicants.

Manage schedule and workflow of Title I clerks.

Train new employees on their job duties/responsibilities

Perform the routine work activities and practices associated with a productive office, including but not limited to answering telephone calls, typing correspondence and repots, sending and retrieving email messages and facsimiles, maintaining and retrieving information files, and preparing mail for review and distribution.

Notify campus principals of new Title clerk at their campus and availability.

Maintain calendar, including scheduling needed appointments, campus visits, required federal meetings, required Title I campus meetings, private school visitations, and grant meetings.

Review all Grant requests for proper account coding.

Purchase all materials, supplies, services and process supplemental payroll for all Title I campuses.

Order and maintain inventory of all items purchased using Federal funds.

Maintain all expenditures and regular reporting of Federal Program budgets for each campus and the district.

Order and maintain inventory of office supplies; monitor maintenance of office equipment.

Assist in the monitoring process of all district grants.

Maintain regular contact with all district grant recipients regarding expenditures, program reports and compliance issues.

Maintain inventory of all items purchased with Title funds.

Receive and process all forms for Federal program compliance.

Process incoming mail in a timely manner to ensure proper handling of time sensitive items such as federal compliance deadlines, private school participation, travel requests, invoices, mileage forms, time sheets, time and effort sheets, and budget requests.

Compile information and records necessary to complete the annual federal application for all Federal programs.

Compile information and records necessary to complete the annual expenditure of all federal funds application for reimbursement.

Assist with departmental events, including but not limited to Parent Education training, and processing all payments to community college faculty, security, and facility rental.

Prepare documents for the Board of Trustees.

Ensure confidentiality always.

Keep informed of and comply with all state and district policies and regulations concerning primary job functions.

Exhibit CCISD Core Values of trustworthiness, respect, responsibility, fairness, caring, and citizenship.

Actively engage in actions that contribute to the overall mission and strategic plan of Clear Creek ISD.

Stay up-to-date professionally through the selection of quality professional learning opportunities for personal growth.

Research district policy, precedent, and current practices prior to acting.

Participate as an effective team member who contributes to district, department, and content goals.

Demonstrates proficient levels of technology applications.

Participates fully in drills and safety exercises to provide for the safety and overall emotional wellbeing of students.

Utilize time wisely for effective management of job responsibilities.

Maintain punctuality in daily work times, appointments, and meetings.

Meet task completion deadlines established by supervisor.

Maintain friendly customer-service-driven interactions with all stakeholders, students, teachers, administrators, and co-workers.

Work cooperatively with co-workers and supervisors to ensure that the goals of the school/department are met.

Maintain a positive and professional tone in all communication (i.e. email, written, and verbal).

Perform other duties and accept other responsibilities as assigned.

Working Conditions
Mental Demands
Effective verbal and written communication; concentration while performing duties; ability to maintain emotional control under stress ability to work with frequent interruptions
Physical Demands/Environmental Factors
Moderate standing, walking, bending, lifting to 40 lbs.; prolonged use of computer; repetitive hand motions.
Terms: 230 days
Pay Grade: PARA 6