Federal Programs and Curriculum Administrative Assistant - Ponca City Public Schools

Ponca City Public Schools

Job Description

Federal Programs and Curriculum Administrative Assistant

Date:July 1, 2016

Reports to:Executive Director of Curriculum, Instruction, and Federal Programs

Supervises:N/A

Qualifications:High School Diploma or Equivalent

At Least (1) Year of Experience of Working with Federal Programs

Job Goal:With guidance from the Executive Director of Curriculum, Instruction and Federal Programs and Associate Director of Elementary Curriculum, provides administrative support for all federal programs and for the Curriculum Department.

Employment Terms:    12 Months, 8 hours per day 

                                              7:30 A.M. – 4:30 P.M. with a lunch. Occasionally, special          

                                              arrangements may be made with the supervisor if the situation 

                                              warrants. Supervisor approval is required if the contract day 

                                              varies.

FLSA Classification:Nonexempt

Evaluation:Annually by Executive Director of Curriculum, Instruction, and Federal Programs

Physical Demands:This is an overview intended for compliance with the ADA – it is not an exhaustive list of the duties to be performed.  Reasonable accommodations may be made to enable individuals to perform the essential functions of a specific position.

Regular Requirements:Sit for extended periods; twist at the neck and trunk; bend and reach at, below and above shoulder level, repetitive use of fingers and hands to grasp and/or operate equipment; lift/move up to 15 pounds

Occasional Requirements:Walk, reach with hands and arms overhead, above shoulder and horizontally; lift/move up to 25 pounds

Visual Requirements:Close, color, peripheral, depth perception, ability to adjust focus

Hearing/Speaking Requirements:Adequate to exchange information

Essential Duties and Responsibilities:

1.   Assists the Executive Director of Curriculum, Instruction, and Federal Programs

  in allocation of funds.

1.   Assists in monitoring site budgets and expenditures and assists Directors in writing   

      budgets.

1.   Assists with the coordination of Title I programs and all other federal and state  

      programs.

1.   Assists directors in coordinating professional development activities involving  

      federal and state funds.

1.   Assists the director with coordination of Migrant Education budget and activities.
2.   Maintains confidentiality of all confidential material.
3.   Answers phone calls, responds to routine questions requiring a basic knowledge of           

      school district operations.

1.   Interfaces with district parents and the community regarding district and Board of         

      Education issues.

1. Assists assigned offices with maintaining office files and processes incoming     

       correspondence as instructed.

1. Opens and distributes mail, orders office supplies for assigned departmental  

 offices. Types/prepares and writes routing correspondence, reports, and takes   

 minutes at assigned meetings, which may include transcribing dictation.

1. Makes all assigned departmental travel arrangements including proper approval  

       for travel requests and filing travel claims for reimbursement.

1. Keeps track of Curriculum books and CDs loaned out to teachers.
2. Reports Gifted testing and reports to State Department.
3. Assists Curriculum Directors with preparation for all RSA / VII Vertical  

       Team/Assessment Task Force /Profession Development Committee / Board  

       Curriculum Committee / Parent Liaison/Meetings which may include:

• preparing agendas and materials for meeting
• reserving meeting room
• making arrangements for food and beverages when necessary

• notifying Board members, appropriate administrators, committee members, and community of meeting dates

1. Prepares and monitors purchase orders, and reporting on the following budgets:

*Conoco Phillips Grant     * Professional Development   * Discovery* Jetti Denmark    *Curriculum Office     * RSA    * Summer School* TOY Banquet   * ACE    * District Science Kits  * Bank of America Grant* Gifted and Talented  * Special Education    * Federal Programs

1. Oversees Time and Effort forms for the District.
2. Maintains all Professional Development points for the District.
3. Responsible for the following items regarding district testing materials:

1. Inventory all testing materials upon arrival
2. Distribution of testing materials to the sites
3. Oversee the checking-in and checking-out of testing materials
4. Assist in monitoring test security
5. Attend regional testing in-service meetings

1. To ensure continuity of services, remote work may be necessary in the event of a   

              health crisis or disruptive situation that requires the closing of school and/or office  

              buildings. An employee’s eligibility for remote work will be determined by the 

               superintendent of schools. Expectations and guidelines for remote work will be 

               distributed by the employee’s supervisor, based on his/her role and responsibilities.        

1. Performs all other tasks as supervisor may assign.