Grant Coordinator and Administrative Assistant for Educational Support Systems

Job Title:Grant Coordinator and Administrative Assistant for Educational Support Systems
Location:Superintendent's Office
Job Group:Non-Union Support Staff
Pay Level:Non-Exempt, Grade 25
Reports to:Director of Educational Support Systems
Summary: Assists the Executive Director of Educational Support Systems in the administration of grants. Performs a variety of other tasks and secretarial duties to enhance the smooth and efficient operation of the office. Functions as a liaison between the School District, state agencies, and the greater school community. Works in a highly visible office dealing frequently with confidential communications and information.
Essential Duties and Responsibilities:
Assists in the development and oversight of grants for Support Services, including but not limited to:
Preparing state and Federal grant applications.
Maintaining grant files, tracking and monitoring expenditures to ensure proper receipt and application of monies.
Maintaining personnel documentation for all federal grants.
Monitoring grant funds and contracts under federal and state requirements.
Submitting amendments, reports, etc. for grant applications.
Generating various reports and reviewing for accuracy and completeness.
Generating billing and answering related questions.
Supports the Executive Director of Educational Support Systems with such tasks including, but not limited to:
Maintaining digital and paper records of general office and student information.
Completes and verifies accuracy of State and Federal reports such as: Child Count, Special Education Expenditure Report Worksheets, Worksheet A, Civil Rights reports, and Homeless
Providing information requested through questionnaires, forms, and correspondence.
Answering routine telephone and in-person inquiries regarding department programs, procedures, and policies from parents, staff, vendors, and consultants.
Serving as the Homeless Liaison by identifying and supporting homeless families in school options, transportation, and accessing services.
Assisting in the preparation of a Special Education service plan.
Assisting in the coordination of Extended School Year services.
Serves as the liaison for SpEdDoc Special Education Record database.
Overseeing the district Medicaid Program
Serves as a liaison with the State Medicaid Coordinator.
Maintains all records and coordinates clerical work with others.
Interacts with staff and resolves issues.
Assists in the preparation and submission of the annual Medicaid Reinvestment Report.
4.Supports the Business Office with such tasks including, but not limited to:
Preparing and maintaining budget, audits, federal and state reporting.
Completing budget reports for all grants in Support Services
Submitting required information and reports for all grants
Coordinating with the business office to process purchase orders and coordinate payments.
Assisting in generating contracts with outside Special Education providers and placements.
5.Serves as a back-up for receptionist duties for the Central Office.
6.Performs other duties as assigned.
General Responsibilities: The ability to work in a collaborative team environment is essential to the employee's successful job performance. Maintains general information and knowledge of School District operations. Regular attendance in accordance with established work schedule.
Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: Associate Degree in Business or equivalent experience preferred. At least a year in a fast paced and confidential secretarial position is essential.
Language Skills: Must demonstrate the ability to read and interpret documents such as grant applications, safety rules, operating and maintenance instructions, and procedure manuals. The ability to write routine correspondence effectively and speak effectively with parents, staff, and students are required.
Mathematical Skills: Ability to add, subtract, multiply, and divide using whole numbers, common fractions, and decimals is required. Ability to compute rate, ratio, and percent and to create and interpret graphs and data in various forms is essential.
Reasoning Ability: Ability to solve practical problems and deal with a variety of situations where only limited standardization exists is necessary. Must demonstrate the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. An ability to maintain confidentiality of information presented in various forms (written/oral) is required.
Other Skills and Abilities: Ability to operate computers and their related software (i.e.: Work, Excel, Access and Microsoft Office) is required. Knowledge of Special Education procedures and related Titles. An ability to develop effective working relationships with students, staff, and the school community as well as communicating clearly and concisely, both orally and in writing are required. The incumbent must demonstrate effective organizational skills and an acute attention to detail. Must be able to keep high levels of confidentiality (records, conversations) in all aspects of job performance. Demonstrated ongoing commitment to workplace diversity, sustainability, and delivering exceptional customer service.
Physical Demands: The physical demands described here are typical of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations as defined by the District may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to remain stationary, talk, and hear. The employee is occasionally required to move from location to location. The incumbent regularly pushes and pulls drawers and occasionally lifts moderate to heavy items and reaches. The employee may type for long periods of time or perform repetitive motions. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus. While performing the duties of this job, the employee may occasionally push or lift up to 50 pounds such as books or office supplies.
Work Environment: The work environment characteristics described here are typical of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is quiet to moderately loud. The employee continuously interacts with the public and other staff and occasionally meets multiple demands from several people.
Terms of Employment: Full Year
Evaluation: Annually by the Executive Director of Educational Support Systems
Date Approved:8/5/15/ DYRevised: 7/6/23 K Romick
The information contained in this job description is for compliance with the Americans With Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties may be assigned. The Board reserves the right to waive the essential requirements contained in this job description.