Administrative Assistant I - Title I Division Wide Office

Alexandria City Public Schools; Alexandria (VA); On-site; USD 37,000 - 45,000; Full time

Job summary

Alexandria City Public Schools seeks an Administrative Specialist I to deliver high-quality administrative and clerical support for the Executive Director of Professional Learning and Federal Programs, Title I School Improvement Coordinator, and Title I Coordinator.

This 12-month, 240-day position reports to the Director and manages records, divisions-wide Title I budgets, and various reports while coordinating meetings and communications with multiple stakeholders.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Experience with Title I programs and budgeting is advantageous.
• Strong clerical and record-keeping skills required.

Responsibilities

• Coordinates schedules, meetings, and activities to support staff.
• Maintains and secures files and records per legal requirements.
• Maintains Title I budgets and prepares financial documentation.
• Handles purchase orders, travel, and related administrative tasks.
• Prepares reports, memos, and correspondence for various stakeholders.
• Responds to inquiries from internal and external parties to facilitate communication.

Skills

Coordination

Record keeping

Communication with stakeholders

Administrative support

Education

High school diploma or equivalent

Associate degree preferred

Tools

Microsoft Office Suite

Job description

Job Description The

Job Description The Administravtive Specalist I provides high-quality administrative assistance and clerical services for the Executive Director of Professional Learning and Federal Program, Title I School Improvement Coordinator, and Title I Coordinator. Communicates effectively with all ACPS, state, and federal stakeholders, establishing and maintaining records; managing division and school-based Title I budgets, compiling and distributing materials and reports; and responding to inquiries from a variety of internal and external sources. This is a 12-month, 240 day, Support Role with the Title I Program Team, reporting to the Director.

Qualifications

• Education: High school diploma or equivalent. Associate degree or college credit equivalent preferred
• Experience: Job-related experience within the specialized field with increasing levels of responsibility required. Knowledge of Title I and budgeting experience preferred.

Essential Functions

• Coordinates schedules, meetings, and activities for the purpose of supporting administrator/department staff with operational activities.
• Maintains a wide variety of files and records (manual/computer; confidential/non-confidential) for the purpose of providing documentation in accordance with administrative and legal requirements.
• Maintains all monetary files related to and for the purpose of keeping accurate school financial records for all Title I services (division-wide/school-based)
• Monitors assigned departmental activities and/or program components (e.g., travel arrangements and reimbursements, meetings and events, etc.) for the purpose of ensuring that goals are achieved, target dates are met, and financial, legal, and/or administrative requirements are satisfied.
• Prepares a variety of written materials (e.g., reports, memos, letters, etc.) for the purpose of documenting activities, providing written references, and/or conveying
• Responds to a variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties, and/or providing direction.
• Supports assigned administrative and department personnel for the purpose of providing assistance with administrative functions.
• Assists other personnel as may be required for the purpose of ensuring an efficient and effective work environment.
• Attends meetings and workshops for the purpose of recording events, conveying and/or receiving information.
• Demonstrates prompt and regular

Specific Duties Related To The Title I Division Office

• Receives, dates, and distributes all mail, email, and
• Performs clerical duties related to the Title I program - application, presentations, school board briefs and memos, Title I budgets, Four Week Letters, Right To Know Letter, Annual Title I Meetings
• Performs clerical duties- handles telephone communication, ?les documents, prepares, copies and distributes documents; composes and transcribes correspondence; maintains department calendar; arranges meeting space; prepares agendas, attends, and records minutes for department and community meetings, and ensures equipment, resources, and materials are set up in a timely manner.
• Supports the Executive Director of Professional Learning and Federal Programs with Title I travel, supplemental pay, performance contracts, purchase orders, etc.
• Prepares purchase orders, receives and distributes orders, and monitors expenditures for materials and o?ce supplies.
• Operates office technology and equipment (copiers, fax, laminator, etc.); prepares documents using Microsoft O?ce Suite (Word, Excel, PowerPoint, Teams, and other software)
• Duplicates, collates, and disseminates written materials to local schools and other appropriate personnel
• Special projects for Title I staff, as assigned by the Executive Director of Professional Learning and Title I Programs (Time & Effort, Inventory, Comparability, FACE, etc.).
• Completes registration and travel documents for Title I staff.
• Maintains data and records related to Title I
• Sets priorities and performs duties; accordingly, works
• Exhibits a comprehensive knowledge of the Title I
• Promotes positive relationships with school personnel, central office staff, and the Title I
• Performs all other duties as assigned by the appropriate

Compensation

• Placement on the Grade 22 Scale, $26.56 to $32.67 an hour, determined by The ACPS Support Salary Scale
• FLSA Status: Non-Exempt position - This position is classified as non-exempt, meaning it is eligible for overtime pay under the Fair Labor Standards Act.

Clearances

• Criminal Justice Fingerprint/Background Clearance.
• Tuberculosis Skin Test.
• Public Health Compliance - Must follow safety and health protocols.

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