Grant Funded Administrative Assistant

About the Employer

Administrative Assistant - Federal Programs (Grant Funded)

Job Summary

Reports directly to the Director of State and Federal Programs. Provides administrative support to the Department Administrator by performing the duties listed below:

Responsibilities

Interpret State and Federal Guidelines

Interpret state and federal guidelines and work with school personnel to insure articulation of Title I programs.

Administrative Support

Assists and advises building secretaries in the implementation of federal budgets.
Communicates with administrators, teachers, staff, etc. in person, by telephone or letter for the purpose of providing information on a variety of activities and department functions.
Remains current on laws and requirements regarding each program and interpret and implement regulations.

Grant Management

Assist in the preparation of the consolidated federal program applications, amendments and reports for submission to the state Department of Education.
Compiles data from a variety of sources (e.g. budget reports, specialized reports, grants, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
Monitor budgets for all federal, state and local grant projects for the purpose of ensuring a quality educational program for the students and staff as well as meeting the legal requirements of the grants.

Budgeting and Reconciliation

Reconciles account balances (e.g. grants, budgets, procurement card bills, salaries, etc.) for the purpose of maintaining account balances and complying with related policies, practices, and/or regulations.
Assist in the preparation of budgets for application for federal programs.
Composes documents for assigned area (e.g. project status, surveys, letters, bulletins, reports, etc.) for the purpose of documenting events, providing and/or requesting information.

Reporting and Compliance

Prepares a wide variety of reports and written materials for the purpose of documenting activities, providing written reference and/or conveying information.
Processes a variety of grants, documents and materials for the purpose of disseminating information in compliance with program, district, state and/or federal requirements.
Process approved requests for materials and equipment from each Title I site.

Inventory Management and Procurement

Conduct an annual update of Title I school inventory and maintain inventory records.
Orders equipment, supplies and materials for the purpose of maintaining availability of required items.
Maintains inventories of supplies and materials purchased from grant funds for the purpose of ensuring items availability and compliance with local, state and federal guidelines.

Scheduling and Coordination

Coordinates and schedules a wide variety of programs and/or activities (e.g. proper distribution of materials to various departments, appointments, meetings, conferences, workshops, travel reservation/accommodations, etc.) for the purpose of making necessary arrangements for assigned administrator.
Participates in meetings, workshops and seminars as assigned for the purpose of conveying and/or gathering information required to perform functions.

Other Duties

Performs other related duties, as assigned, by the Director of State and Federal Programs.

Job Requirements

Skills, Knowledge and Abilities

Skills are required to perform multiple, non-technical tasks with a need to occasionally upgrade skills in order to meet changing job requirements. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment; using pertinent software applications; managing several budgets; quality office skills, including filing systems, time management, and customer service; and preparing and maintaining accurate records. Knowledge is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge required to satisfactorily perform the functions of the job includes: proficiency in all aspects of communication, including listening, speaking, writing, reading and production of multimedia presentations. Ability is required to schedule activities, meetings, and/or events; often gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data and varied types and/or purposes; and utilize specific job-related equipment. In working with others, problem solving is required to identify issues and create action plans. Problem solving with data required independent interpretation of guidelines; and problem solving with equipment is limited. Specific abilities required to satisfactorily perform the functions of the job include: maintaining confidentiality; meeting deadlines and schedules; working with detailed information/data; working with multiple budgets and grants; manage multiple priorities; plan ahead and working independently.

Qualifications

Graduation from a general or technical high school plus two years of formal or four years of informal secretarial training. Considerable administrative/executive secretarial experience preferred within the district, or any equivalent combination of experience and training in executive-level secretarial work. Must meet district requirements for typing and computer skills. Proficient in Word, Excel, PowerPoint and other related software. Work habits necessary for the independent completion of assignments within stipulated timeline and guidelines.

Physical Demands

Exerts 20 to 50 pounds of force occasionally, and/or Exerts 10 to 25 pounds of force frequently, and/or Prolonged periods of working on a computer. Sufficient vision to read printed material, see distant objects with clarity, and identify and distinguish objects. Sufficient hearing to hear conversations in person and on the telephone, and hear sounds clearly up to 20 feet. Ability to speak in an understandable voice with sufficient volume to be heard in normal conversation and on the telephone, an in addressing groups. Requires occasional or frequent standing, walking, sitting, bending, and reaching for extended periods of time. The job is performed under minimal temperature variations and is generally a hazard-free environment. Must be able to access and navigate all areas of the school and other facilities as needed.

Terms of Employment

12 months Salary: Salary scale range on Administrative Assistant pay scale

Please note that this is a grant-funded position, if the funds allocated for this position are eliminated, the position itself is also required to be eliminated

Riverview Gardens School District