Administrative Secretary - Ed Services Assessment and Federal Programs

Lane 13 Contract – 202 days per year, 8 hours per day. Hourly rate: $24.45 - $27.48 depending on qualifications and experience.

About the Role

The Administrative Secretary provides secretarial support to the Assessment, Accountability, & Federal Programs department within Teaching & Learning. Key responsibilities include coordinating tester team schedules across all elementary and secondary schools, supporting rostering and account management, distributing materials and supplies, and responding to inquiries from internal and external sources.

Responsibilities – Assessment

• Communicate safety and security policies and enforcement procedures to the tester team to ensure understanding and compliance.
• Compile data from various sources (e.g., budget reports, specialized reports, personnel records) to prepare reports or process requests for the assessment budget and tester personnel records.
• Coordinate with staff (e.g., elementary site coordinators, Student Educational Equity and Gifted Services Departments) to ensure proper implementation of assessments across all schools.
• Manage projects and program components, including scheduling the tester team for Acadience Reading, Acadience Math, WIDA, and Gifted and Talented testing during testing months (September, December–March, April–May).
• Maintain inventory of testing supplies and materials (e.g., Acadience Reading binders, Acadience Math booklets, Chromebook distribution) to ensure availability.
• Maintain manual and electronic documents, files, and records (e.g., time sheets, assessment materials, schedules, tester website) for up-to-date information and historical reference.
• Manage various accounts and rostering systems (e.g., Amplify, Acadience Data Management, Mastery Connect, Data Gateway, RISE, WIDA) to ensure accurate recordkeeping.
• Reconcile financial data (e.g., assessment budget, special funds, allocations) to maintain accurate account balances and ensure compliance with accounting practices.
• Respond to inquiries from internal and external parties (e.g., building staff, district staff, schools, tester team) to provide information, facilitate communication, and offer direction.
• Perform other related duties as assigned to ensure the efficient functioning of the work unit.

Responsibilities – Federal Programs

• Compile data from various sources (e.g., school personnel, work orders, budget reports, specialized reports, personnel records) to comply with financial, legal, and administrative requirements.
• Coordinate projects, functions, and program components (e.g., Title I computer systems, website information, meetings, in-service events, travel, and accommodations) to complete activities and deliver services in a timely manner.
• Maintain manual and electronic documents, files, and records (e.g., reports for UCLB and other agencies, budget data, employee records, financial records) for up-to-date information and historical reference.
• Monitor activities on behalf of assigned administrators (e.g., Title I financial grants, Federal program databases, account balances, work order status, staffing issues) to achieve goals and meet target dates.
• Participate in meetings, workshops, and trainings (e.g., training for paraeducators and test examiners, unit meetings) to provide or receive information, record minutes, and support attendees.
• Prepare documents (e.g., state reports, agendas, minutes, event programs, bulletins, reports) to communicate information and create documentation in compliance with guidelines.
• Process documents and materials (e.g., accounts payable/receivable, time sheets, work orders, requisitions, travel reimbursements, budget transfers) to disseminate information in compliance with administrative and regulatory requirements.
• Procure supplies and materials (e.g., office and classroom supplies for pre-K, AFL, PAT, and ESL programs) to maintain availability of required items.
• Reconcile account balances for assigned budget categories (e.g., Title I staff and FTE expenditures) to maintain accurate records.
• Research topics (e.g., financial discrepancies, documentation issues) to provide information, recommendations, and address administrative requirements.
• Respond to inquiries from internal and external parties (e.g., government agencies, staff, parents, students, vendors, public agencies) to provide information, direction, and facilitate communication.
• Schedule activities (e.g., appointments, interviews, meetings, travel reservations, facility usage) to make necessary arrangements for assigned administrators.
• Support assigned administrative personnel to assist with their functions and responsibilities.

Requirements

• Job-related experience with increasing levels of responsibility.
• High school diploma or equivalent.