Administrative Assistant to Instruction at Oakland Schools

POSITION DESCRIPTION 

The Administrative Assistant determines and prepares budgets, budget amendments/expenditure transfers for grants, general fund and activity accounts, including coordination with the Business Office to facilitate carry-over budgets, new account numbers, etc.  They maintain records and track expenditures for all instruction budgets including general fund, bond fund, and grant fund accounts. The Administrative Assistant processes department equipment and material purchases, requests and reconciles payments including textbook purchases, online subscriptions, etc. They assist with maintenance of grant compliance and correction of non-compliance issues.

MINIMUM QUALIFICATIONS

• Must have competent written and oral communication skills

• Must have advanced technology skills including a high level of proficiency in using Microsoft Excel and Google Apps for Education

• Must have demonstrated ability to extract and manage data from various software programs in the areas of finance, payroll and student information systems. Working experience using advanced data software systems including Skyward Student Management, NEXSYS, and Sungard’s Business Plus Systems preferred

• Must have excellent bookkeeping/accounting knowledge and understanding of the business office functions of the district

• Must exhibit exceptional organizational skills and have demonstrated ability to maintain efficient office records including proper filing

• Must be able to accept and carry out varied assignments on own initiative with a consistent, systematic approach to the completion of all tasks assigned in a timely manner

• Must have ability to establish and maintain effective relationships with all key stakeholders, i.e. Directors, School Administration, Teachers, Building Support Staff, etc.

• Applicants may be required to take a qualifying test demonstrating proficiency

• Previous work experience and knowledge of state and federal programs including State & Federal Grants desirable

ESSENTIAL FUNCTIONS

• Reports directly to the Director of State & Federal Programs and Director of Curriculum Development.  Provides administrative support to the Teaching, Learning & Technology departments

• Prepare budgets, budget amendments/expenditure transfers for grants, general fund and activity accounts, including coordination with the Business Office to facilitate carry-over budgets, new account numbers, etc.

• Maintain records and track expenditures for instruction budgets including general and grant fund accounts 

• Process department purchase requests and reconcile payments including textbook purchases, online subscriptions, etc.

• Schedule and reconcile registrations and reservations of guest teachers for professional learning with department and grant accounts for both in-district and out-of-district events

• Process payment authorizations for professional learning, testing, interpreters and other instructional support

• Maintain and reconcile general/activity fund account records. 

• Collaboratively complete state and/or federal grant applications, budget submissions and amendments with the Director of State & Federal Programs

• Maintain all program files, student records and electronic records in accordance with district and grant guidelines

• Assist with maintenance of grant compliance and correction of non-compliance issues. Provide support for ELD programming, compliance,ordering, and documentation

• Prepare, distribute, collect, and match payroll activity reports for grant-funded employees

• Assist with COS documentation, including work hours, account numbers, etc.

• Update employee files through the change of status process

• Communicate with administrative personnel, principals, staff members, parents and community

• Other duties as assigned by the Directors of State & Federal Programs and Curriculum Development

EDUCATION and/or EXPERIENCE:  High School Degree or higher.

LANGUAGE, MATHEMATICAL AND REASONING SKILLS: Ability to speak and write effectively.  Ability to apply mathematical concepts to practical situations.  Ability to carry out instructions furnished in written or oral format and deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations 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 sit, talk, or hear.  The employee is occasionally required to stand, walk and reach with hands or arms.  Specific vision abilities required by this job include close vision and ability to adjust and focus.

WORK ENVIRONMENT:  The work environment characteristics described here are representative 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.