State and Federal Program Administrative Assistant

Position Type:

Secretarial/Clerical/Administrative Assistant

Date Posted:

8/11/2025

Location:

School Board Office

Title: State and Federal Programs Admininistrative Assistant

Minimum Salary: Starting at $45,834-$84,599 commensurate with experience

Supervisor: Fiscal Manager of State and Federal Programs

Classificiation: Non-Exempt

Contract Length: 12 months (260 Days)

Job Summary

This position serves as Administrative Assistant to the State and Federal Programs Manager. This position requires exceptional customer service skills and provides secretarial and administrative support for State and Federal Programs. The role is responsible for overseeing office financial management, including but not limited to preparing purchase orders, requisitions, vouchers, budget forms, travel forms, financial reports, and other required documentation for monitoring purposes.

Essential Duties

Exercise judgment and work effectively with all levels within the school system and the public.

Compose type and proofread correspondences, contracts, reports, purchase orders, requisitions and other materials.

Handles confidential mail and other sensitive information.

Develops and maintains process documentation to ensure compliance with State and Federal purchasing and monitoring requirements.

Maintains accurate records and collaborates with auditors on State and Federal reporting requirements.

Reconciles billing discrepancies, balances accounts, and closes out financial records.

Tracks and monitors department budgets, analyzes expenditures, and prepares special and recurring financial reports for the Director of State and Federal Grants

Performs general clerical duties, including preparing correspondence, maintaining files, ordering supplies, creating agendas, processing monthly timesheets and effort logs, copying materials for staff, arranging travel, and preparing documents for distribution.

Manages and tracks incoming requests, verifies accuracy of submitted packets, ensures all required signatures are collected, and communicates receipt to stakeholders.

Manages procurement processes in compliance with internal and external policies and procedures.

Researches and recommends purchases, obtains necessary quotes, and processes purchasing requests for State and Federal Programs using the school division’s Keystone/Keynet system.

Trains budget secretaries on State and Federal Program procurement requirements.

Assists in organizing district meetings to ensure compliance with Federal regulations.

Job Specifications (Knowledge, Skills, and Abilities Required)

Knowledge of bookkeeping/accounting terminology, methods, procedures and equipment; thorough knowledge of standard office procedures, practices and equipment; general knowledge of accounting principles and related data processing equipment.

Knowledge of the basics of bank reconciliation procedures.

Proficient using Microsoft Office (Word, PowerPoint, Excel).

Knowledge and experience using financial software such as Keystone or other similar software.

Must be able to work under minimal supervision and work under short deadlines.

Must have the ability to exercise professional decorum.

Must possess excellent organizational skills and the ability to handle details accurately.

Ability to understand and follow oral and written directions.

Must be able to perform each essential duty satisfactorily and maintain confidentiality of information

Minimum Qualifications

Education:Associate degree in accounting or business related field or at least two or more years of relevant experience (for example bookkeeping or accounting) or any equivalent combination of experience and training.

Experience: Minimum of three (3) years of successful experience working in an accounting or business related field, experience working as a bookkeeper, as an office assistant or any equivalent combination of experience and training.

Working Conditions and Physical Demands

The duties are primarily performed in an office environment, with no unusual physical demands. The physical requirements described are representative of those necessary to perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.