Administrative Assistant for Federal Programs
: Job Details :

Position Type: Support Staff/Instructional AssistantDate Posted: 10/18/2024Location: District AssignmentJob Title: Administrative Assistant for Federal Programs FLSA Status: Exempt Days of Work: 240 GENERAL SUMMARY Under occasional supervision, responsible for ensuring compliance and managing all claims for Federal programs in the District. Ensures the District follows policies and meets all deadlines for claiming federal funds, maintains meticulous records. Reports to the Director of Federal Programs. ESSENTIAL DUTIES AND RESPONISBILITIES (Other duties may be assigned.) Manages all claims for Federal programs ensuring that the District is promptly reimbursed for expenditures. Handles, stores and safeguards all confidential information according to school and district policy and the direction of the Department Head. Prepares and manages Federal grants and Federal programs expenditure reports. Assists the Director of Finance with the preparation of the budget for Federal programs and grants. Enters and processes data necessary for accurate and complete record-keeping. Establishes and maintains records pertaining to Federal programs and documentation to support audits and quality assurance standards as required. Performs the District's quality assurance self-audit as required. Reconciles and organizes records as claims are processed. Creates, maintains and updates a roster of Federal Grants and Federal programs with the budget for each program or grant included. Provides this information to the Director. Keeps abreast of Federal and State regulations, procedures and processes for budgets and claiming funds. Provides training and information to District and school staff as required. Receives and responds to inquiries and concerns as required. Performs routine clerical tasks as required, including but not limited to preparing reports and correspondence, copying and filing documents, sending and receiving faxes, entering and retrieving computer data. Assures coordination of both verbal and written information to District employees concerning Federal grants and programs as required. Attends all Federal and State program training, seminars and conferences, etc., as required to maintain and enhance job knowledge and skills. Interacts with others in a respectful and cooperative manner at all times. Willingly performs other duties as assigned or requested. JOB SPECIFICATIONS Education and Experience: Requires two years of college, technical college or business courses, supplemented by one to two years of bookkeeping or related clerical experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Experience working with school district finance preferred. Knowledge: Has knowledge of the methods, procedures and policies of the District Finance Department operations; has knowledge of claims management and Federal programs and grants; has knowledge of the functions and interrelationships of the District, State and other governmental agencies; is knowledgeable in accounting and bookkeeping standards and practices; Has a good understanding of the importance of meeting deadlines with claiming reimbursements and acceptable expenditures. Skills/Efforts: Is skilled in basic business mathematics; has knowledge of school finance, accounting and processing claims for funds; is capable of producing quality work which requires constant attention to detail; has the ability to offer assistance to co-workers and employees of other departments as required; is able to take the initiative to complete the duties of the position without the need of direct supervision; has the ability to plan, organize and prioritize daily assignments and work; has good organizational, technical and human relations skills; is able to assemble and analyze information and make written reports and records in a concise, clear and effective manner; has knowledge of the terminology used within the finance department; Working Conditions: Office environment with little significant exposure to environmental conditions; physical demands are restricted to activities that require the movement or lifting of items weighing up to ten pounds. Occasional local travel required; occasional overnight travel may be required. DISCLAIMER STATEMENT: This job description is not intended as a complete listing of job duties. The incumbent is responsible for the performance of other related duties as assigned/required.