FEDERAL PROGRAMS ADMINISTRATIVE ASSISTANT

Beginning ASAP 12 months Pay Grade: 61-63, dependent upon qualifications (education, experience, skills, etc.) DCS FEDERAL PROGRAMS ANALYST General Statement of Job Under general supervision, performs a variety of clerical, secretarial, and general office assistant duties that involve the monitoring and support of federal programs, including Title I, Title II, Title III (ESL), Title IV, CTE, and other related programs. Employee assists with the implementation of programs, providing help to administrators of eligible schools, maintaining documentation and budget, and ensuring adherence to federal, state, and local policies and procedures. Reports to the Director of Career and Technical Education (CTE) and Federal Programs. SPECIFIC DUTIES AND RESPONSIBILITIES ESSENTIAL JOB FUNCTIONS Assist the director with the oversight of Federal Programs including budget requirements, program implementation, monitoring requirements, and deadlines. Obtain quotes and negotiate costs with vendors. Prepare and process all Federal Programs purchase orders and check requests. Update and maintain district documents, reports, and files for Federal Programs; supply information as requested. Complete Personnel Action Reports and Semi-Annual Certifications for personnel paid out of federal funds and CTE. Train school administrators and school representatives on Federal Programs/Title I documentation. Calculate indirect costs for district programs. Calculate Medicaid reimbursements quarterly and report them in the online system. Input and maintain documentation for those who qualify under McKinney-Vento. Communicate directly with the county athletic director regarding policies and approvals for supplement payments. Calculate and verify coaching supplements, and maintain coaching experience sheets and supplement files. Other duties as assigned. KNOWLEDGE, SKILLS AND ABILITIES Professional demeanor with exceptional communication skills, both written and oral Strong finance knowledge with a focus on budget management and the ability to use accounting software Technology skills, including the use of Microsoft Office Suite, Google Workspace (including Mail and Calendar), and other programs for word processing, data management, and communication. Excellent organizational skills, with the ability to plan, prioritize, multi-task, work under pressure, and meet deadlines Dedication to maintaining confidentiality Initiative to take on projects, research, and problem-solve Attention to detail, with ability to maintain complete and accurate records and to develop standard reports from those records Proven ability to build and maintain professional, effective working relationships MINIMUM TRAINING AND EXPERIENCE High School diploma required, supplemented by experience in office support. Associate’s Degree or higher from an accredited institution in secretarial science, business, or finance preferred. MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Must be able to operate a variety of automated office equipment including computers, copiers, calculators, etc. Must be able to exert up to 25 pounds of force occasionally, and a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects. Conceptual Awareness: Requires the ability to observe, compare, and contrast various people, data, or items. Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from colleagues or supervisors. Language Ability: Requires the ability to read and prepare a variety of materials, correspondence, reports, handbooks, forms, lists, etc. Requires the ability to prepare correspondence, simple reports, forms, etc. using prescribed formats. Intelligence: Requires the ability to rationalize and solve problems with a variety of variables, aligned with policies, procedures, and professional expectations; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form. Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English. Numerical Aptitude: Requires the ability to use mathematical operations and apply mathematical skills to solve work-related problems; including but not limited to adding, subtracting, multiplying, dividing, and utilizing decimals and percentages. Motor Coordination & Dexterity: Requires the ability to coordinate hands and eyes rapidly and accurately. Requires the ability to handle a variety of office machines, etc. Must have minimal levels of eye/hand/foot coordination. Visual and Spatial Aptitude: Requires visual acuity to complete essential duties, including the ability to conceptualize visual representations, size, shape, and color. Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress. Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone. DISCLAIMER The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.