Grants Administrative Assistant

Charter One is now accepting applications for a Grants Admin Assistant to assist the Federal Programs department. All candidates must be willing to undergo a background check. The Grants Admin Assistant is responsible for maintaining accurate, up to date files on all CTE staff members’ certifications, professional learning hours, and PD attendance. Will report any concerns regarding non-certified staff or PD needs to CTE Director and coordinates with applicable parties for any corrective action items and will prepare spreadsheets, surveys, Google Drive documents, and presentations for grant related items. Aides in coordination compliance submissions between various campuses and Charter One departments. Responsibilities include but are not limited to: Reviews purchase requisitions, submits purchase orders for various grants, tracks approvals and expenses across grant funds for Charter One Southeast Division, provides monthly updates to the Federal Program & Finance Departments. Reconciles the Charter 1 SE Grants Dashboard on a bi-weekly basis Processes approved professional development purchases - travel costs, registration, staff coordination, compiles reimbursement documentation for approval Reviews and submits grant applications in multiple State Grants Management Portals, including, but not limited to: Title 1, 2, 3, 4, IDEA Basic, IDEA PreK, Structured English Immersion, CTE Perkins State, CTE Perkins Federal, Charter School Planning & Implementation, School Safety, McKinney Vento, and misc. State funded grants as dictated by each fund’s period of performance. Reviews each campus’ grant funded personnel on a monthly basis for certification status, and reports any concerns or upcoming expirations to Charter One Fed. Prg. & Human Resources Depts. Prepares grant program compliance submissions, including but not limited to: Let’s Work Smart and Erskine submissions for South Carolina clients, DPI and CCIP submission for NC clients (Title 2 & IDEA equity plans, GEPA,IDEA ads posting, etc.) Maintains Federal Prg. inventory, according to federal EDGAR and Uniform Grant Guidelines, and reconciles on a quarterly basis with Federal Prg. Department Maintains procurement documentation for grants - vendor quotes, sole source documentation, rationale methodology for purchase decisions, and works with the Procurement Director to ensure that compliance has been upheld Manage credit card receipts and submits to Asst. Directors to approve Other duties as assigned. Grants Management Portal(s) User account maintenance - Manage additions, deletions, transfers and role updates for each campus’ staff and Charter One employees Collects and tracks Time and Effort logs monthly and/or bi-annually, as dictated by each grant Assists with annual updates and distribution of Parent Engagement Policy, Parent-School Compact & other ESSA based policies and procedures Manage the distribution, collection and tracking of ESEA income eligibility forms for all Non-Title campuses & all ALA High school campuses via the SCRIPT software program Assist with the collection and processing of National School Lunch forms Attends appropriate meetings, conferences, professional development opportunities related to the state/federal programs Prepares requisitions, proposals, and purchase orders for Federal grant funds. Tracks expenses across ALA campuses for each grant’s period of performance, and reconciles expenses monthly with Asst. Director of Federal Programs. Maintains accurate data within the Infinite Campus Student Information System to maintain lists of students participating in Support the Asst. Director of Federal Programs with the annual Comprehensive Needs Assessment process - scheduling CNA committee meetings, updating campus climate surveys, compiling & disseminating survey results, maintaining compliance files on an annual basis Assists CTE Director with data collection, data entry and compliance requirements for tracking CTE student program participation, grades and graduation Maintains accurate, up to date files on all CTE staff members’ certifications, professional learning hours, and PD attendance. Reports any concerns regarding non-certified staff or PD needs to CTE Director and coordinates with applicable parties for any corrective action items Prepares spreadsheets, surveys, Google Drive documents, and presentations for grant related items. Coordinates compliance submissions between various ALA campuses and Charter One departments Special Populations Support Collaborate with the Family Resource Director to gather information for student supply, clothing, food, & medical orders, ensuring accuracy and completeness. Order and/or shop for needed items as specified in student orders, ensuring timely procurement and adherence to budgetary & federal compliance guidelines. Organize individual orders and coordinate the receipt of orders, liaising with vendors, school staff, and families as needed. Ensure all orders have been received by appropriate parties. Assist with organizing training and events related to family engagement, special populations, and other relevant topics, coordinating logistics and providing support as needed. Serve as a liaison between Charter One and each site’s McKinney Vento/Foster liaison and site administration for communications and compliance, facilitating collaboration to ensure a uniform approach across the C1 network to support students eligible under special population categories. Required Qualifications: Bachelor's degree or higher in Education, Business management, or related field 5+ years of experience working with Federal Programs in an educational environment Familiarity with current ESSA, OMB, NSLP, UGG & USFR guidelines Understanding of MTSS Academic & Behavioral Tiers of interventions, progress monitoring and data analysis Willingness to travel throughout NC/SC as needed Job Type: Full-time Pay: From $20.00 per hour Benefits: 401(k) Dental insurance Health insurance Paid time off Vision insurance Schedule: 8 hour shift Monday to Friday Application Question(s): What is your desired hourly wage? Have you ever had a professional license revoked? If yes, why? Education: High school or equivalent (Preferred) Experience: Administrative: 2 years (Preferred) Ability to Relocate: Wake Forest, NC: Relocate before starting work (Required) Work Location: In person