Federal Programs Administrative Assistant Job Description
Summary
Under limited supervision, performs advanced administrative, technical, and financial support work for the Director of Federal Programs in administering federally funded education programs. The Federal Programs Assistant serves as a key member of the Federal Programs team by coordinating departmental operations, managing grant-related documentation and fiscal processes, monitoring compliance with federal, state, and local requirements, and supporting district schools in the effective implementation of federal programs. Responsibilities require extensive knowledge of office administration, financial recordkeeping, grant management, and regulatory compliance, as well as the ability to exercise independent judgment, maintain confidentiality, prioritize multiple deadlines, and establish collaborative working relationships with district personnel, school personnel, state agencies, vendors, and community stakeholders.
Required education, training, and experience
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Must have ahigh school diploma
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Preference is given to an Associate degree in Business Administration, Accounting, Office Administration, Public Administration, or a related field or an equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities required to perform the job functions
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Minimum of three years of progressively responsible administrative or financial experience, preferably in public education, grant administration, accounting, or government-funded programs; or an equivalent combination of education and experience.
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Experience working with budgets, purchasing, bookkeeping, or federal grant management is preferred.
Essential duties and responsibilities-
Provides administrative support to the Director of Federal Programs.
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Serves as a joint point of contact for Federal Programs inquiries from school personnel, parents, community members, vendors, and outside agencies.
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Maintains calendars, schedules meetings, prepares agendas, records meeting minutes, and coordinates department events.
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Assists with preparation of presentations, reports, correspondence, newsletters, and communication materials.
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Assists with budgeting and fiscal management of all federal programs, including Title I, Title II, Title III, Title IV, McKinney-Vento, ESL, and other federal grants.
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Prepares purchase requisitions, purchase orders, and payment requests.
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Maintains detailed expenditure records and monitors grant budgets to ensure expenditures remain within approved allocations and align with district and school plans.
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Assists with budget revisions, amendments, remaining funds calculations, and financial reporting.
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Reconciles expenditures with Finance Department records and investigates discrepancies.
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Maintains inventory records for federally purchased equipment and materials in accordance with federal requirements.
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Maintains comprehensive grant documentation to ensure compliance with federal and state regulations.
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Supports the organization and maintenance of electronic and paper records for federal monitoring visits, audits, and program reviews.
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Maintains required documentation including:
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Time and Effort certifications
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Personnel Activity Reports (PARs)
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Inventory records
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Procurement documentation
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Parent and Family Engagement documentation
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Schoolwide Improvement Plans
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Equitable Services documentation
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Comparability reporting
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Equity Plan
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Assists with preparation of annual Consolidated Applications and required NCDPI reports.
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Assists schools in maintaining required documentation for federal compliance.
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Maintains federal program databases and tracking systems in collaboration with the Federal Programs Director.
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Assists in preparing, collecting, compiling, and analyzing program data.
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Assists with federal program surveys, reporting deadlines, and data submissions.
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Reviews school documentation and helps monitor to ensure compliance with Federal and State regulations and guidelines.
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Provides technical assistance to principals, school bookkeepers, and district departments regarding federal program procedures.
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Assists schools with allowable expenditures, purchasing procedures, documentation requirements, and timelines.
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Assists in coordinating meetings for School Planning Meetings, District Parent Meetings, Family Engagement activities, and stakeholder committees.
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Assists with conference registrations, travel arrangements, professional development logistics, and reimbursements.
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Maintains the Federal Programs webpage, Title I Crate, and updates program information as needed.
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Assists in preparing parent notifications and required public notices.
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Responds professionally to inquiries regarding federal programs.
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Maintains effective communication with NCDPI consultants, vendors, school staff, and district staff.
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Maintains department filing systems and records.
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Orders office supplies and instructional materials.
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Processes incoming and outgoing correspondence.
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Performs other duties as assigned by the Federal Programs Director.
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Assists with special projects related to federal programs.
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Supports district initiatives.
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Assists with planning professional development activities.
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Identifies opportunities to improve office efficiency and workflow.
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Performs other related duties as assigned.
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Considerable knowledge of federal grant administration and compliance requirements.
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Knowledge of budgeting, purchasing, bookkeeping, and financial recordkeeping.
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Knowledge of North Carolina public school finance procedures.
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Proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
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Experience with financial and student information systems such as LINQ, Infinite Campus, Title I Crate, or similar software preferred.
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Ability to maintain strict confidentiality.
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Ability to interpret and apply federal, state, and local policies and regulations.
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Excellent organizational and management skills.
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Strong attention to detail and accuracy.
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Ability to prioritize multiple deadlines.
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Excellent written and verbal communication skills.
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Ability to establish positive, effective working relationships with district personnel, school administrators, school bookkeepers, NCDPI staff, vendors, and community stakeholders.
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Ability to work independently while managing multiple priorities.
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Ability to analyze financial information and prepare reports.
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Ability to compose professional correspondence independently.
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Ability to provide exceptional customer service.
Physical environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
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Must be physically able to operate a variety of equipment including computers, copiers, etc. Must be able to exert up to 20 pounds of force frequently; and/or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects.
Work environment
The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
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Must be adaptable to performing under stress and when confronted with emergency situations. There may be changing priorities and interruptions during the workday.
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Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics of data, people, or things.
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Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments, or directions to subordinates or assistants.
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Requires the ability to read a variety of correspondence, reports, forms, articles, proposals, contracts, etc. Requires the ability to prepare correspondence, reports, forms, evaluations, policies, etc. using prescribed formats.
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Requires the ability to maintain confidentiality
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Requires the ability to record and deliver information, explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages.
DISCLAIMER:The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.
