Position Summary
The Portage Community School District is seeking a highly organized, detail-oriented, adaptable, and dependable Administrative Assistant to support the Teaching and Learning Department. This position plays a critical role in supporting instructional initiatives through administrative coordination, grant and budget tracking, inventory management, and compliance with state and federal requirements. A primary function of this role includes leading the preparation, submission, and monitoring of monthly grant reimbursement claims through WISEgrants, ensuring accuracy, compliance, and timely reimbursement of state and federal funds. The ideal candidate is someone who enjoys working in a school district environment, is comfortable working with financial data and inventory systems, and has knowledge of state reporting systems such as WISEgrants and the Wisconsin Department of Public Instruction (DPI).
This role requires a proactive individual who can manage multiple priorities in a fast-paced environment. Additional requirements include maintaining accurate records, collaborating with the Business Office and district leadership, and providing support to ensure the success of teaching and learning programs across the district.
Key Responsibilities: (this is not an exhaustive list and is subject to change)
Administrative Support – Teaching and Learning Department
- Provide administrative support to the Director(s) of Teaching and Learning and department staff
- Coordinate meetings, prepare agendas, and maintain meeting notes and documentation
- Assist with scheduling, communications, and departmental coordination
- Maintain organized electronic and physical filing systems
- Serve as a point of contact for internal staff and external partners
Grant and Budget Support
- Assist with tracking and monitoring state and federal grant funds
- Maintain accurate records of grant budgets, expenditures, and balances
- Lead the preparation and submission of monthly reimbursement claims through WISEgrants to the Wisconsin Department of Public Instruction (DPI) as a core responsibility of this position
- Monitor claim deadlines and cash flow timing to ensure timely reimbursement and proper fund management
- Work collaboratively with the Business Office to verify claims, reconcile expenditures, and ensure alignment between grant records and district financial systems
- Maintain thorough supporting documentation and reconcile claims with budget and expenditure records
- Support grant applications, amendments, and required reporting through WISEgrants and DPI systems
- Prepare financial reports and assist with reconciliation processes
- Ensure compliance with grant requirements and deadlines
Inventory Management
- Maintain and update inventory records for instructional materials, equipment, and grant-funded items
- Track purchases and ensure proper documentation and asset management
- Assist with inventory audits and reporting requirements
Assessment, Data and Compliance Support
- Assist with collecting, organizing, and maintaining required documentation for state and federal reporting and assessments
- Support audit preparation and documentation requests
- Ensure accuracy and confidentiality of financial, student, and program records
Program Support
- Assist with curriculum adoption, staff professional development, and help facilitate networking with external agencies such as CESA and DPI.
- Schedule facilities for training and curriculum work
- Purchase and inventory all professional development materials
- Assist with annual staff development grants, such as the Peer Review Mentor Grant.
Other Duties as Assigned
- Other duties may be assigned as education and needs of the District change.
Job Type: Full-time
Pay: From $21.25 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Paid time off
- Retirement plan
Work Location: In person
