Suffolk Public Schools
Administrative Assistant I:12 MO
Suffolk Public Schools, Suffolk, Virginia, United States, 23437
Position Type:
Clerical/Administrative Assistant: Admin
Date Posted: 8/27/2025
Location: School Administrative Offices
Closing Date: Until Filled
POSITION TITLE
1051 ADMINISTRATIVE ASSISTANT I - SUPV/COORD OF COMPENSATORY PROGRAMS
GENERAL DEFINITION AND CONDITIONS OF WORK
Performs advanced clerical and administrative support work for the Coordinator of Compensatory Programs, with responsibilities extending across multiple federal, state, and local grants (Title I, II, III, IV, School Improvement, Literacy, Stronger Connections, and other funded initiatives). Work involves maintaining complex records, supporting grant compliance, coordinating communication with schools and community partners, and providing logistical support for professional learning and program implementation. Work is performed under the supervision of the Coordinator of Compensatory Programs.
This is sedentary work requiring the exertion of up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects, and some light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires climbing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.
ESSENTIAL FUNCTIONS/TYPICAL TASKS
This position description is not intended to be an exhaustive list of all duties, knowledge or skills associated with: Serve as confidential secretary to the Coordinator of Compensatory Programs; process incoming mail, telephone calls, and visitors; prepare and maintain detailed and complex records and files. Assist with federal and state grant documentation, including preparing requisitions, purchase orders, payment vouchers, invoices, travel vouchers, and budget-related forms. Maintain organized records for all federal and state programs (Title I, II, III, IV, School Improvement, Literacy, and others), supporting preparation for state and federal monitoring reviews and audits. Collect and prepare data for compliance, reporting, and program evaluation; generate computerized records and reports as needed. Make online purchases using federal and state grant funds, as requested by the Coordinator, through multiple approved vendors, ensuring accurate documentation and compliance with procurement policies. Support professional learning logistics, including room reservations, materials preparation, and communication with staff. Coordinate communication with principals, teachers, administrators, and community partners regarding grant-funded programs, initiatives, and events. Track and maintain inventory records for grant-funded instructional materials, technology, and supplies. Prepare correspondence, memoranda, reports, schedules, contracts, and other materials from rough draft, copy, or verbal instruction. Maintain appointment calendar; schedule and prepare for meetings; notify appropriate parties and record information accurately. Receives, sorts and processes mail; Operates standard office, word processing and data entry equipment; Perform related tasks as required Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
*This is a grant funded position.
KNOWLEDGE, SKILLS AND ABILITIES
Thorough knowledge of standard office practices, procedures, equipment, and secretarial techniques. Strong organizational skills with the ability to maintain detailed, grant-related records and meet strict deadlines. Knowledge of grant-funded program requirements, reporting procedures, and compliance expectations. Ability to communicate effectively with staff, administrators, and community partners. Proficiency in business English, spelling, and arithmetic. Ability to type accurately and at a reasonable rate of speed; ability to prepare reports and correspondence with minimal supervision. Ability to establish and maintain effective working relationships with associates, students, and the general public. Ability to follow oral and written instructions, prioritize tasks, and exercise independent judgment within established guidelines.
EDUCATION AND EXPERIENCE
Any combination of education and experience equivalent to graduation from high school, including or supplemented by courses in typing, with several years of increasingly responsible clerical or administrative experience. Experience supporting grant-funded programs or compliance reporting preferred.
FLSA STATUS
Non-exempt
AA/EOE STATEMENT
This employer does not knowingly discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, or national origin.
JOB REVISION INFORMATION
Revised: 8/2025
Created:
Date Posted: 8/27/2025
Location: School Administrative Offices
Closing Date: Until Filled
POSITION TITLE
1051 ADMINISTRATIVE ASSISTANT I - SUPV/COORD OF COMPENSATORY PROGRAMS
GENERAL DEFINITION AND CONDITIONS OF WORK
Performs advanced clerical and administrative support work for the Coordinator of Compensatory Programs, with responsibilities extending across multiple federal, state, and local grants (Title I, II, III, IV, School Improvement, Literacy, Stronger Connections, and other funded initiatives). Work involves maintaining complex records, supporting grant compliance, coordinating communication with schools and community partners, and providing logistical support for professional learning and program implementation. Work is performed under the supervision of the Coordinator of Compensatory Programs.
This is sedentary work requiring the exertion of up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects, and some light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires climbing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.
ESSENTIAL FUNCTIONS/TYPICAL TASKS
This position description is not intended to be an exhaustive list of all duties, knowledge or skills associated with: Serve as confidential secretary to the Coordinator of Compensatory Programs; process incoming mail, telephone calls, and visitors; prepare and maintain detailed and complex records and files. Assist with federal and state grant documentation, including preparing requisitions, purchase orders, payment vouchers, invoices, travel vouchers, and budget-related forms. Maintain organized records for all federal and state programs (Title I, II, III, IV, School Improvement, Literacy, and others), supporting preparation for state and federal monitoring reviews and audits. Collect and prepare data for compliance, reporting, and program evaluation; generate computerized records and reports as needed. Make online purchases using federal and state grant funds, as requested by the Coordinator, through multiple approved vendors, ensuring accurate documentation and compliance with procurement policies. Support professional learning logistics, including room reservations, materials preparation, and communication with staff. Coordinate communication with principals, teachers, administrators, and community partners regarding grant-funded programs, initiatives, and events. Track and maintain inventory records for grant-funded instructional materials, technology, and supplies. Prepare correspondence, memoranda, reports, schedules, contracts, and other materials from rough draft, copy, or verbal instruction. Maintain appointment calendar; schedule and prepare for meetings; notify appropriate parties and record information accurately. Receives, sorts and processes mail; Operates standard office, word processing and data entry equipment; Perform related tasks as required Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
*This is a grant funded position.
KNOWLEDGE, SKILLS AND ABILITIES
Thorough knowledge of standard office practices, procedures, equipment, and secretarial techniques. Strong organizational skills with the ability to maintain detailed, grant-related records and meet strict deadlines. Knowledge of grant-funded program requirements, reporting procedures, and compliance expectations. Ability to communicate effectively with staff, administrators, and community partners. Proficiency in business English, spelling, and arithmetic. Ability to type accurately and at a reasonable rate of speed; ability to prepare reports and correspondence with minimal supervision. Ability to establish and maintain effective working relationships with associates, students, and the general public. Ability to follow oral and written instructions, prioritize tasks, and exercise independent judgment within established guidelines.
EDUCATION AND EXPERIENCE
Any combination of education and experience equivalent to graduation from high school, including or supplemented by courses in typing, with several years of increasingly responsible clerical or administrative experience. Experience supporting grant-funded programs or compliance reporting preferred.
FLSA STATUS
Non-exempt
AA/EOE STATEMENT
This employer does not knowingly discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, or national origin.
JOB REVISION INFORMATION
Revised: 8/2025
Created: