Administrative Secretary 2- Federal Programs

Hazelwood School District; Florissant (MO); On-site; USD 29,000 - 48,000; Full time

Job summary

The Hazelwood School District is seeking an Administrative Secretary to the Director of Federal Programs and Special Projects. This role supports documentation for ESEA grants (Title I–IV), ensuring compliance and efficient operations in federally funded programs.

The successful candidate will handle data entry, procurement, workflow coordination, and collaboration with schools using Google Workspace and district systems to support reporting and monitoring requirements.

Qualifications

• Knowledge of administrative secretarial practices and basic accounting.
• Privacy rules including FERPA and confidentiality standards.
• Ability to multi-task under strict timelines in a school district setting.

Responsibilities

• Inputs, maintains, and audits metrics for reports.
• Reconciles federal fund accounts and initiates POs and vendor payments.
• Tracks personnel allocations and professional development funded by grants.
• Creates and edits compliance templates and monitoring documents.
• Maintains files and time-and-effort logs for state/federal reviews.
• Coordinates with central office and school sites on federal forms and criteria.

Skills

Problem Solving

Mathematical Proficiency

Communication & Organization

Education

High School Diploma

Tools

Business Plus

Infinite Campus

Frontline

Google Sheets

Job description

Administrative Secretary 2- Federal Programs

Job Description

HAZELWOOD SCHOOL DISTRICT

The Hazelwood School District is a diverse school district in suburban St. Louis, Missouri and is the second-largest district in St. Louis County. Faculty and staff educate students in the district'sten elementary schools, six middle schools, three high schools, early childhood education programs, gifted programs and an Opportunity Center (alternaTive learning). In a culture of high expectations and excellence, our students will become lifelong learners equipped with 21st Century skills for success as global citizens.

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POSITION TITLE: Administrative Secretary to the Director of Federal Programs and Special Projects

REPORTS TO: Director of Federal Programs and Special Projects

POSITION SUMMARY: Performs a wide variety of specialized secretarial, clerical, and administrative duties to assist and support the Director of Federal Programs. This role focuses on maximizing efficiency, maintaining compliance, and managing documentation related to the Elementary and Secondary Education Act (ESEA), including Title I, II, III, and IV programs, federal and other grants, special projects, and state initiatives. This position is 100% funded by federal grants.

FUNCTIONS OF THE JOB

Essential Functions

• System Data Management: Inputs, maintains, and audits quantitative metrics needed to prepare and submit varied reports.
• Fiscal Tracking and Procurement: Reconciles federal fund accounts and initiates purchase orders, contracts, and vendor payments through Business Plus, ensuring all expenditure codes strictly align with federal grant allowances. Follows district procurement processes to request quotes, proposals, and other needed documents for purchasing.
• Personnel & Professional Development Support: Utilizes Frontline and Business Plus to track personnel allocations, process extra-duty or stipend requests funded by federal grants or special projects and manage registrations for professional development.
• Collaboration & Document Creation: Authors, edits, and organizes compliance templates, spreadsheets, parent notification letters, and monitoring documentation using Google Workspace (Docs, Sheets, Slides, Forms, Drive) and other tools.
• Audit and Compliance Integrity: Organizes and maintains precise files, time-and-effort logs, and instructional and technological inventories required for state and federal monitoring reviews.
• Campus Assistance: Collaborates directly with school-level administrative assistants to provide up-to-date federal forms, account codes, and documentation criteria.
• Equitable Services Liaison: Coordinates documentation, files, address reviews, and communications regarding equitable service participation for local private schools under federal rules.
• Meeting Coordination: Arranges logistics, prepares workshop materials, and takes explicit minutes for events and meetings.
• Office Management: Ensures office supplies are available and organized, makes travel arrangements and tracks and processes expense reimbursements for office.
• Public and Staff Relations: Fields phone and email inquiries from families, staff members, vendors, and community members, ensuring a professional, kind, and service-oriented response.
• Other Duties as Assigned

Marginal Functions

• Administrative Cross-Coverage: Assists other central office administrators to cover for absences or complete special projects.
• Notary Support: May be asked to serve as a Notary Public for the district facility where located.

PHYSICAL / VISUAL ACTIVITIES OR DEMANDS

• Postures and Movement: Sitting, walking, standing, talking, hearing, stooping, or crouching to access file drawers.
• Visual Scope: Normal mental attention with clarity of vision at 20 inches or less, as well as 20 feet or more required.
• Physical Effort: Nominal physical effort required ranging from moving very light (1 to 5 lbs.) items by hand to rarely moving light to average (5 to 60 lbs.) boxes and supplies with assistance.

ENVIRONMENTAL / ATMOSPHERIC CONDITIONS

• Setting: Normal office conditions.
• Location: In-person position based at the Family Outreach Center (13780 Old Halls Ferry Road)

POSITION QUALIFICATION REQUIREMENTS

Knowledge

• Secretarial Practices: Knowledge of administrative secretarial practices, foundational accounting, and a variety of standard office procedures. Close attention to detail is required.
• Systems and Software: Proficient, operational knowledge of Business Plus, Infinite Campus, and Frontline, alongside advanced skills in Google Workspace (specifically Google Sheets) for tracking financial and qualitative data.
• Confidentiality Regulations: Broad understanding of school system structure and strict adherence to student and personnel confidentiality laws (FERPA).
• Education Level: Equivalent to a high school diploma plus additional relevant technical/clerical training.

Experience

• Duration: Over 3 years up to and including 5 years of successful administrative or secretarial experience, preferably within a school district or public agency setting.

Skills and Abilities

• Problem Solving: Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Deal effectively with multi-step processes and concrete variables within federal guidelines.
• Mathematical Proficiency: Perform basic arithmetic (add, subtract, multiply, divide) across all units of measure. Compute ratios, rates, and percentages for allocation analysis, and interpret data charts.
• Communication & Organization: High-level reading, writing, and editing capabilities to compose professional reports, complete forms, and compliance items. Proven ability to multi-task under strict timelines.

Machines, Tools, Equipment, and Work Aids

• Personal computer and related software, printers, scanners, copiers, calculators, and specialized district database management software.

License(s) / Certification(s) Required

• None required (Notary Public commission must be obtained post-hire if requested).

EQUAL OPPORTUNITY EMPLOYER

Revised: November 2026 by Human Resources

Job Details

Job ID: 5986866

Application Deadline: Posted until filled

Posted: Nov 09, 2026 6:00 AM (UTC)

Starting Date: To Be Determined

Salary: $20.91 to $35.02 Per Hour

Job Categories: Support Staff > Clerical

Job Requirements

• At least 3 year(s) of relevant experience preferred.
• Citizenship, residency or work visa required

Position Type: Full-Time