Job Details

Administrative Assistant Grants Department School Year 2025?2026

Spring Branch ISD

Work directly with the Grants Director, grant writers and grant budget managers to support the districts strategic plan through the securing and stewardship of monetary awards.

Job Details

Job Title: Administrative Assistant, Grants Department
Reports To: Director of the Grants Department Program
Classification: Paraprofessional (Clerical/Teacher Assistant)
Wage/Hour Status: Non-exempt
Days: 230
Salary: See Compensation Plan for Paraprofessional/Administrative Support Staff, Pay Grade 207
Contract: None
Date Revised: 11/15/2023

Qualifications / Skills

• High School Diploma or equivalent.
• Some college required, a college degree preferred.
• Broad knowledge of MS Word and proficiency in MS Excel.
• Ability to problem solve.
• Excellent organizational skills.
• Ability to handle numerous projects simultaneously.
• Strong writing skills.
• Effective communication in speaking and writing.
• Ability to reconcile budgets.
• Strong interpersonal skills.

Experience

• Experience in writing and editing.
• Experience in budget reconciliation and troubleshooting discrepancies.Advanced clerical, secretarial and bookkeeping knowledge.
• Experience with grants preferred.

Major Duties and Responsibilities

• Maintain a cumulative grants award chart.
• Prepare reports for Senior Staff and the Spring Branch Education Foundation.
• Prepare agenda items for Board meetings.
• Learn the Grants Department electronic filing system and file documents electronically.
• Collect and file federal grant documents, e.g., semi-annual certifications, supplemental agreement forms.
• Maintain records for professional development initiatives.
• File office copies of office communications, checks, requisitions, invoices, and purchase orders per Grants department protocol.

Bookkeeping

• Set up budget tracking spreadsheets for new grant awards and upload them to Google Docs.
• Reconcile grant budgets with the districts financial management system.
• Contact staff in other departments or campuses to resolve discrepancies.
• Maintain Grants Department budget and handle all related transactions.
• Process and enter payroll for department and grant?funded employees.

Communication and Phones

• Communicate with stakeholders, vendors, and district personnel by phone or correspondence to resolve problems.
• Expedite correspondence to ensure good client relationships.
• Answer incoming calls, take reliable messages, and route to appropriate staff.
• Maintain the Director of Grants calendar, scheduling meetings, appointments, and conferences.
• Assist with reading and responding to emails addressed to the Director of Grants.

Clerical Support

• Assist with grant seeking tasks (download/read instructions; write/edit proposals, reports, forms; upload documents; obtain signatures; prepare and copy proposals prior to due date).
• Perform administrative duties concerning the telephone system, mail and document filing.
• Assist support staff in other departments.

Other Responsibilities

• Work harmoniously with others.
• Participate in cross?training.
• Maintain an orderly, uncluttered office environment.
• Perform other duties as assigned.

Supervisory Responsibilities

None

Equipment Used

Computer and various office equipment.

Working Conditions

Mental Demands:

• Maintain emotional control under stress.
• Work with frequent interruptions.
• Requires regular in?person interaction with the public.

Physical Demands:

• Repetitive hand motions.
• Prolonged use of the computer.

Application Procedure

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EEO Statement

Spring Branch Independent School District is an Equal Opportunity Employer in compliance with Title IX and the Americans with Disabilities Act (ADA) of 1990 and does not discriminate on the basis of race, color, national origin, religion, gender, age, veteran status or disability. The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. By applying for this position, I acknowledge that I have read and understand the job description listed above.