Administrative Assistant - Student Achievement DW2627_74

About Belgrade School District:

Belgrade School District provides instructional, athletic, and activities opportunities for more than 3,100 students from the community of nearly 14,000 residents. Through the commitment of more than 600 full- and part-time staff members, students engage in learning and participate in extracurricular events throughout the calendar year. As Belgrade’s largest employer, we’re proud of the partnership we have with local families, businesses and civic organizations. Working with Belgrade School District is a rewarding opportunity to be part of our mission “to educate students to become responsible members of society.”

Job Summary : Under minimum supervision, performs confidential administrative and clerical support for the Directors of Student Achievement across curriculum, instruction, assessment, data, federal grants, and professional development while exercising sound judgment, discretion, and strong communication skills. The position is onsite at the district office. Not eligible for remote work.

Essential Functions and Responsibilities

General Administrative Support

Leadership Support : Prepares correspondence and presentations, tracks budget items, arranges travel, and meeting logistics for leadership, staff, and community.

Meetings & Deadlines : Schedules meetings, prepares agendas, records and distributes official minutes, and tracks district curricular report/project deadlines.

Office Operations : Provides general administrative support (answering phones, greeting visitors, mail distribution) and performs related duties as assigned.

Student Registration & Enrollment Management

Registration Systems : Manages Belgrade K–4 student registration year-round, and K–12 registration outside the regular academic school year.

Database Administration : Builds household records in Infinite Campus, ensuring required documentation is verified prior to enrollment.

Seasonal Initiatives : Coordinates annual spring Kindergarten/Early Learning screening and summer Jumpstart program registration logistics.

Assessment Administration & Data Analytics

Assessment Logistics & Security : Oversees state and district assessment processes, verifying student demographics, ordering test materials, and ensuring test security and score confidentiality.

Analytics & Reporting : Extracts assessment data across platforms for district administration, inputs data with speed and accuracy, and builds ad-hoc reports in Infinite Campus.

Curriculum, Professional Development & Program Support

Event & Program Logistics : Coordinates professional development, presenter contracts, facility scheduling, New Teacher Orientation, and Mentor Protégé program logistics.

Certification & Contracts : Tracks CEUs with the Montana OPI and executes formal curriculum/assessment program contracts.

Federal Grants Management & Audit Compliance

E-Grants Administration : Supports E-grants for Gifted, ESEA/NCLB Consolidated, Titles I, II, III, McKinney-Vento, and IDEA programs.

Compliance & Records : Maintains Title I audit compliance records and federal grant financial documentation for Fiscal Services and Student Achievement Directors.

Purchasing, Inventory & Materials Logistics

Procurement : Processes purchase orders, verifies deliveries, distributes supplies, and resolves vendor billing/shipping issues.

Inventory & Adoption : Controls inventory for curriculum, staff development, and Title I programs, coordinating textbook publisher sample adoption materials.

Stakeholder Communication & Public Relations

Constituent Relations : Serves as administrative liaison to staff, parents, and the public, resolving inquiries using discretion and district policy knowledge.

Digital Media : Builds web surveys and collaborates with Webmasters to maintain Curriculum and Instruction web content.

Qualifications and Requirements

Knowledge, Skills, and Abilities

Communication & Interpersonal : Excellent written and verbal communication skills; strong interpersonal and customer service skills using tact and discretion.

Technical Proficiency : Proficient in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint) and Infinite Campus database systems.

Organization & Analysis : Strong organizational skills, detail orientation, data problem-solving, and ability to manage multiple priorities under pressure with frequent interruptions.

Policy Compliance : Performs all duties in strict compliance with state and federal law, district policies and procedures, and Board requirements.

Education, Experience, and Licensure

Education : High School diploma or equivalent required.

Experience : Minimum of 1 year of office/clerical experience, with demonstrated proficiency in Microsoft Office 365 and computer document development.

Licensure : Valid Montana Driver’s License (or ability to obtain within 3 months of hire).

Working Conditions and Physical Demands

Working Conditions : Office setting with frequent daily interruptions; regular contact with staff, students, and the public. Mobility between district schools and central administration as needed.

Physical Demands : Prolonged sitting, computer/telephone operation, lifting/moving up to 25 lbs, and physical movements including climbing, stooping, kneeling, crouching, and balancing.

Special Qualifications : Sensitivity to and understanding of diverse academic, socioeconomic, cultural, and ethnic backgrounds, including individuals with disabilities.