12 Month Administrative Assistant for the Director of Federal Programs 1.0

Administrative Assistant for Federal Programs

The Administrative Assistant for Federal Programs provides comprehensive administrative and operational support for Federal Programs and Teaching and Learning Department initiatives. The position assists with program implementation, compliance monitoring, fiscal processes, data management, stakeholder communication, and reporting activities to ensure effective administration of federally funded programs. The Administrative Assistant collaborates with district staff, school personnel, community partners, and governmental agencies to support department priorities and ensure compliance with applicable federal, state, and district requirements.

Essential Functions:

• Serves as administrative support for Director of Federal Programs and Teaching and Learning Department initiatives; coordinates communications, schedules meetings, responds to inquiries, and provides information requiring knowledge of district procedures, grant requirements, and applicable policies.
• Serves as support for each school's Title I Coordinators: acts as a liaison between the schools and the Director of Federal Programs.
• Works collaboratively with English and Math Content Specialists and EL Instructional Coach to coordinate professional learning logistics, collect and maintain student achievement data, support program implementation, and facilitate operational needs including facility requests, substitute coordination, and training support.
• Adheres to stringent timelines: monitors completion and submission of reports, applications, and required documentation to appropriate federal, state, and local agencies.
• Reviews documents for accuracy, completeness, and conformance to established procedures, policies, and regulatory requirements.
• Attends and supports Title I and intervention program meetings, including Title I Coordinator meetings, Read180 meetings, and Math Lab meetings, records, transcribes, and distributes meeting minutes as needed.
• Supports fiscal and operational processes related to Title I, Title II, Title III, Title IV programs, including private school consultation, documentation, correspondence, stakeholder communication, and compliance-related activities.
• Assists with budget tracking, expenditure monitoring, and maintenance of financial records for assigned federal programs.
• Runs and monitors Az EDS Integrity reports related to Title I, which include Algebra I and Reading intervention programs to support data accuracy, compliance, and program reporting requirements.
• Maintains federal program records and supporting documentation for audits, monitoring visits, compliance reviews, and reporting requirements.
• Assists with the preparation, collection, and organization of grant applications, amendments, reports, and related program documentation.
• Ensures Tribal Consultations take place annually and that all required documentation is maintained.
• Ensures all work is completed in accordance with District policy and applicable local, state, and federal laws and regulations.
• Support implementation of McKinney-Vento and Foster Care grants, including preparation of grant documentation, maintenance of records, and processing of allowable expenditures and purchase requests.
• Collaborate with Teaching and Learning staff to support department priorities, cross functional projects, and district initiatives.
• Perform any other duties as assigned by supervisor.

Training and Experience: High School Diploma or equivalent required. Associate's degree in business administration, public administration, education, accounting, or a related field preferred. Experience providing administrative support in an educational, governmental, business, or related professional setting preferred. Four (4) or more years of progressively responsible administrative support experience or an equivalent combination of education, training, and experience preferred. Experience supporting grants, budgets, compliance activities, data management, purchasing, or program operations preferred.

ADA and Other Requirements: Positions in this class typically require: climbing, crawling, stooping, kneeling, crouching, standing, walking, pushing, reaching, lifting, feeling, talking, hearing, seeing, and repetitive motions. Sedentary Work: Exerting up to10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. When duties and responsibilities change and develop, this job description will be reviewed and subject to changes of business necessity.