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

Position Type:Secretarial/Clerical/SecretaryDate Posted:5/13/2026Location:Donald P. Ney Administration BuildingAdditional Information: Show/HidePrimary 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 / CertificationHigh School Diploma or GED requiredAssociate's degree or higher preferredCertification or coursework in business administration, public administration, or office management preferredSpecial Knowledge / SkillsKnowledge of general office procedures and administrative practicesAbility to maintain strict confidentiality of sensitive program and financial informationStrong organizational and time-management skillsAbility to manage multiple priorities and meet deadlinesProficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google WorkspaceAbility to work with financial tracking spreadsheets and data systemsEffective written and verbal communication skillsKnowledge of federal grant compliance requirements (preferred)Ability to coordinate meetings, training, and eventsCustomer service mindset with strong interpersonal skillsSkyward systems for budget purposesExperience:* Minimum of 2 years of clerical or secretarial experience required* Experience in school district administration, grants management, or federal programs preferredMajor Responsibilities and Duties:Administrative SupportProvide direct clerical and administrative support to the Federal and Innovative Programs Department LeadershipPrepare correspondence, reports, presentations, memos, and documentation related to federal and grant initiativesMaintain department calendars, schedule meetings, and coordinate logistics for trainings and program activitiesScreen calls, respond to inquiries, and route communications appropriately.Translate letters and flyersRun data mining reports to obtain student informationComplete mail merges in MS Word for letters and mailing labelsPrepare and mail materials in a timely mannerCreate flyers, notes, and tags using CanvaCoordinate occasional food pick up and delivery for events.Reserve meeting rooms through FMX.Submit maintenance requests for pick up and delivery services.Grant & Compliance SupportAssist with maintaining organized records of federal and state grant documentationSupport preparation and compilation of grant applications, amendments, and required reportsMonitor deadlines related to grant submissions, compliance requirements, and program deliverablesAssist with document collection for audits, monitoring visits, and compliance reviewsFinancial & Data Tracking AssistanceSupport tracking of grant expenditures and budget documentationMaintain spreadsheets and databases related to federal programs allocations and usageAssist with purchase requisitions, travel requests, and documentation related to grant-funded activitiesCoordinate with Business Office and campus staff regarding grant expendituresObtain 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 CoordinationAssist with coordination of district federal programs initiatives such as Title I, Title II, Title III, Title IV, and other grant-funded programsHelp organize professional development sessions, parent engagement events, and compliance trainingsMaintain communication with campus personnel regarding required submissions and timelinesRecords ManagementMaintain accurate filing systems (electronic and hard copy) for program documentationEnsure records are stored in compliance with district and federal retention requirementsPrepare materials for board meetings, leadership meetings, and reporting purposesCommunication & Customer ServiceServe as a liaison between the Federal Programs Department and campuses, vendors, and external agenciesProvide support to campus staff regarding forms, timelines, and submission proceduresAssist with drafting department communications and remindersOther Duties* Perform additional duties as assigned by the Director or designee* Support district strategic initiatives related to equity, compliance, accountability, and continuous improvementMental Demands/Physical Demands/Environmental Factors:Tools/Equipment Used: Standard office equipment including personal computer and peripheralsPosture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twistingMotion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reachingLifting: Occasional light lifting and carrying (less than 15 pounds)Environment: Frequent districtwide travel; occasional statewide travelMental Demands: Work with frequent interruptions; maintain emotional control under stressSalary is commensurate with experienceMinimum Salary $34,804Works 226-day ContractPlease 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