Department Secretary of Federal Programs/Grants and Department of Innovative Programs

Primary Purpose:

Provide high-level administrative and clerical support to the Executive Director of Innovative Programs and the Director of Federal Programs and Grants to ensure efficient operation of federally funded programs and grant initiatives. Assist in coordinating documentation, compliance processes, financial tracking support, communication, and reporting requirements related to federal, state, and local grant programs in alignment with district goals and regulatory guidelines.

Qualifications:

Education / Certification

• High School Diploma or GED required
• Associate's degree or higher preferred
• Certification or coursework in business administration, public administration, or office management preferred 

Special Knowledge / Skills

• Knowledge of general office procedures and administrative practices
• Ability to maintain strict confidentiality of sensitive program and financial information
• Strong organizational and time-management skills
• Ability to manage multiple priorities and meet deadlines
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace
• Ability to work with financial tracking spreadsheets and data systems
• Effective written and verbal communication skills
• Knowledge of federal grant compliance requirements (preferred)
• Ability to coordinate meetings, training, and events
• Customer service mindset with strong interpersonal skills
• Skyward systems for budget purposes

Experience:

• Minimum of 2 years of clerical or secretarial experience required
• Experience in school district administration, grants management, or federal programs preferred

Major Responsibilities and Duties:

Administrative Support

• Provide direct clerical and administrative support to the Federal and Innovative Programs Department Leadership
• Prepare correspondence, reports, presentations, memos, and documentation related to federal and grant initiatives
• Maintain department calendars, schedule meetings, and coordinate logistics for trainings and program activities
• Screen calls, respond to inquiries, and route communications appropriately.
• Translate letters and flyers
• Run data mining reports to obtain student information
• Complete mail merges in MS Word for letters and mailing labels
• Prepare and mail materials in a timely manner
• Create flyers, notes, and tags using Canva
• Coordinate occasional food pick up and delivery for events.
• Reserve meeting rooms through FMX.
• Submit maintenance requests for pick up and delivery services.

Grant & Compliance Support

• Assist with maintaining organized records of federal and state grant documentation
• Support preparation and compilation of grant applications, amendments, and required reports
• Monitor deadlines related to grant submissions, compliance requirements, and program deliverables
• Assist with document collection for audits, monitoring visits, and compliance reviews 

Financial & Data Tracking Assistance

• Support tracking of grant expenditures and budget documentation
• Maintain spreadsheets and databases related to federal programs allocations and usage
• Assist with purchase requisitions, travel requests, and documentation related to grant-funded activities
• Coordinate with Business Office and campus staff regarding grant expenditures
• Obtain vendor quotes and create Amazon shopping carts to place orders for supplies and equipment as needed.
• Initiate purchase order process and place orders.
• Receive, check in and label orders for delivery.
• Process invoice payments.
• Request hotel and reimbursement checks.
• Run budget reports in Skyward and keep track of grants in Google Sheets.

Program Coordination

• Assist with coordination of district federal programs initiatives such as Title I, Title II, Title III, Title IV, and other grant-funded programs
• Help organize professional development sessions, parent engagement events, and compliance trainings
• Maintain communication with campus personnel regarding required submissions and timelines 

Records Management

• Maintain accurate filing systems (electronic and hard copy) for program documentation
• Ensure records are stored in compliance with district and federal retention requirements
• Prepare materials for board meetings, leadership meetings, and reporting purposes 

Communication & Customer Service

• Serve as a liaison between the Federal Programs Department and campuses, vendors, and external agencies
• Provide support to campus staff regarding forms, timelines, and submission procedures
• Assist with drafting department communications and reminders

Other Duties

• Perform additional duties as assigned by the Director or designee
• Support district strategic initiatives related to equity, compliance, accountability, and continuous improvement

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: Frequent districtwide travel; occasional statewide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

*Salary is commensurate with experience
*Minimum Salary $34,804
*Works 226-day Contract
* Please note that this role requires in-person attendance and is not eligible for remote work.

Sheldon ISD will accept applications for this position through May 18, 2026. After this date, applications will continue to be accepted in the event a suitable candidate is not identified. If no viable candidate is selected from the initial applicant pool, applications submitted after May 18th will be reviewed in five-day intervals until a candidate is recommended for hire