Administrative Assistant I - Title I Division Wide Office

About the Role

The Administrative Assistant I provides high‑quality administrative assistance and clerical services for the Executive Director of Professional Learning and Federal Programs, the Title I School Improvement Coordinator, and the Title I Coordinator. The role communicates effectively with ACPS, state, and federal stakeholders, establishes and maintains records, manages division and school‑based Title I budgets, compiles and distributes materials and reports, and responds to inquiries from a variety of internal and external sources. This position reports to the Director and is part of the Title I Program Team.

Responsibilities

• Coordinates schedules, meetings, and activities to support administrators and department staff.
• Maintains a wide variety of files and records (manual/computer; confidential/non‑confidential) in accordance with administrative and legal requirements.
• Maintains all monetary files to keep accurate school financial records for all Title I services (division‑wide and school‑based).
• Monitors departmental activities and program components (e.g., travel arrangements, reimbursements, meetings, events) to ensure goals are achieved, target dates are met, and financial, legal, and administrative requirements are satisfied.
• Prepares written materials such as reports, memos, and letters to document activities and convey information.
• Responds to inquiries from staff, parents, students, public agencies, and other parties to provide information, facilitate communication, and offer direction.
• Supports administrative and department personnel with various administrative functions.
• Assists other personnel as needed to ensure an efficient and effective work environment.
• Attends meetings and workshops to record events, convey and receive information.
• Receives, dates, and distributes all mail and email related to the Title I division office.
• Performs clerical duties for the Title I program, including applications, presentations, school‑board briefs, budgets, Four‑Week Letters, Right‑to‑Know letters, and annual Title I meetings.
• Handles telephone communication, files documents, prepares, copies, and distributes materials; composes and transcribes correspondence; maintains the department calendar; arranges meeting space; prepares agendas; records minutes; and ensures equipment and resources are set up promptly.
• Supports the Executive Director with Title I travel, supplemental pay, performance contracts, purchase orders, and related tasks.
• Prepares purchase orders, receives and distributes orders, and monitors expenditures for materials and office supplies.
• Operates office technology and equipment (copiers, fax, laminator, etc.) and creates documents using Microsoft Office Suite (Word, Excel, PowerPoint, Teams, and other software).
• Duplicates, collates, and disseminates written materials to local schools and other appropriate personnel.
• Completes special projects for Title I staff as assigned (e.g., Time & Effort, inventory, comparability, FACE).
• Completes registration and travel documents for Title I staff.
• Maintains data and records related to Title I activities.
• Sets priorities, exhibits comprehensive knowledge of Title I, and promotes positive relationships with school personnel, central office staff, and Title I stakeholders.
• Performs all other duties as assigned.

Qualifications

• Education: High school diploma or equivalent; associate degree or college credit preferred.
• Experience: Job‑related experience within the specialized field with increasing levels of responsibility; knowledge of Title I and budgeting experience preferred.
• Clearances: Criminal Justice fingerprint/background clearance, tuberculosis skin test, and compliance with public health safety protocols.

Pay

Compensation is on the Grade 18 Scale, ranging from $22.91 to $28.18 per hour, as determined by the ACPS Support Salary Scale.

Schedule

This is a 12‑month, 240‑day support role (non‑exempt, eligible for overtime under the Fair Labor Standards Act).