Administrative Specialist 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 is seeking an Administrative Specialist I to provide high-quality administrative and clerical support for the Title I Program Team. You will manage budgets, prepare reports, and handle inquiries from internal and external stakeholders in a 12-month role reporting to the Director.

The position requires a high school diploma (associate degree preferred) and experience with Title I budgeting; strong organizational and communication skills are essential.

Qualifications

• Education: High school diploma or equivalent; associate degree preferred.
• Experience: Title I program knowledge and budgeting experience preferred.

Responsibilities

• Coordinates schedules and activities to support administrators.
• Maintains files and records per legal and administrative requirements.
• Manages Title I budgets and related financial records.
• Responds to inquiries from staff, parents, students and agencies.
• Attends meetings and records minutes.

Skills

Experience in Title I

Budgeting experience

Administrative support

Education

High school diploma or equivalent

Associate degree or college credit

Tools

Microsoft Office Suite

Job description

Job Description

The Administrative 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.