JOB DESCRIPTION

Chester County Schools

ADMINISTRATIVE ASSISTANT - FEDERAL PROGRAMS

Purpose Statement:

The job of Administrative Assistant  was established for the purpose/s of providing a wide variety of complex and confidential administrative and secretarial support to assigned administrator; communicating information on behalf of administrator to school and district staff, other districts, public agencies, etc.; ensuring compliance of department/program activities with financial, legal and administrative requirements; and acting as liaison between the Administrator and other parties, providing information, addressing issues and/or providing general support. 

Overview: We are seeking a detail-oriented and organized Administrative Assistant to support the Federal Programs department within our school district. The ideal candidate will be proficient in bookkeeping, administrative tasks, possess excellent communication skills, and have a strong understanding of federal education programs.

Responsibilities:

     1. Administrative Support:

          o Provide general administrative support to the Federal Programs department.

          o Manage calendars, schedule appointments, and coordinate meetings.

          o Prepare and distribute correspondence, memos, and reports as needed.

          o Maintain electronic and hard copy filing system.

          o Assist in the preparation of regularly scheduled reports.

          o Assist with parenting and community events.

     2. Bookkeeping Support:

          o Maintains a variety of fiscal information, files and records (e.g. accounts payable, accounts receivable, student                         activities, contracts, inventory roster, etc.) for the purpose of providing an up-to-date reference and audit trail.

          o Monitors account balances and related financial activity for the purpose of ensuring that allocations are accurate,                     expenses are within budget limits and/or fiscal practices are followed.

          o Prepares a variety of financial reports and statements (e.g. account status by federal programs and continuous                       improvement status) for the purpose of documenting activities, providing written reference and/or conveying                         information.

          o Processes a variety of fiscal information (e.g. accounts payable, accounts receivables, fine balances, purchase                         orders, travel reimbursements, etc.) for the purpose of updating information and/or authorizing final action in                         compliance with accounting requirements.

          o Reconciles account balances for the purpose of maintaining accurate account balances and complying with related                   policies, practices and/or regulations.

          o Researches a variety of information (e.g. vendors, equipment specifications, pricing, order status, etc.) for the                       purpose of developing information and/or addressing a variety of administrative requirements including pricing and                 budgeting.

          o Researches discrepancies of financial information and/or documentation (e.g. purchase

             orders, invoices, etc.) for the purpose of ensuring accuracy and adhering to procedures prior to processing.

     3. Data Management:

          o Assist in maintaining accurate and up-to-date records related to federal programs.

          o Compile and organize data for federal grant applications and reporting.

          o Track expenditures and maintain budgetary records for federal funds.

      4. Communication and Coordination:

          o Serve as a liaison between the Federal Programs department and other district personnel.

          o Communicate effectively with school administrators, teachers, and external stakeholders.

          o Coordinate logistics for departmental events, workshops, and training sessions.

     5. Compliance and Documentation:

          o Ensure compliance with federal regulations and guidelines for educational programs.

          o Assist in preparing documentation for audits and reviews.

          o Monitor deadlines for federal reporting requirements and assist in submissions.

     6. Other Duties:

          o Perform other administrative tasks and special projects as assigned by the Federal Programs Director.

          o Provide support during peak workloads and special initiatives.

Qualifications:

· High school diploma or equivalent required; Associate's or Bachelor's degree preferred.

· Proven experience as an administrative assistant or similar role.

· Knowledge of federal education programs and grant management preferred.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

· Excellent organizational and time management skills.

· Strong verbal and written communication abilities.

· Ability to maintain confidentiality and handle sensitive information with discretion.

· Attention to detail and problem-solving skills.

Working Conditions:

· This position typically operates in a professional office environment.

· Regular hours, Monday to Friday; occasional evening or weekend work may be required during peak times or special events

Salary:

Support Staff Salary Schedule

Group 2

$34,644 - $55,408

Certificates & Licenses

None Specified

Continuing Educ./Training                                              Clearances

Annual Bloodborne Pathogen Training                                   Criminal Justice Fingerprint/Background  

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