Administrative Assistant - Federal Programs

Applitrack; United States; On-site; USD 21,000 - 30,000; Full time

Job summary

Applitrack is seeking an Administrative Assistant for Federal Programs to support the Director and manage secretarial duties for Title I, II, III, and IV, including maintaining financial records and correspondence for Federal Program staff.

The role requires a High School Diploma or GED, basic computer skills, and prior administrative experience. Responsibilities include handling phone calls, requisitions, travel arrangements, and maintaining records for audits.

Qualifications

• High School Diploma or GED required.
• Knowledge of basic computer and keyboarding skills.
• Proficiency in Excel, Word, PDF and Google Docs.

Responsibilities

• Answer telephones and route calls to the appropriate person.
• Know computer functions and programs including Munis, word processing, spreadsheets, and databases.
• Assist campus Administrative Assistants with requisitions, account codes, and documentation requirements.
• Provide campuses with current Federal Program required forms.
• Update forms and upload to Google Docs periodically.
• Maintain a service-oriented personality.
• Assemble materials for workshops and meetings.
• Multi-task and pay close attention to details.
• Prepare requisitions for purchases and checks.
• Maintain tracking spreadsheets, databases, and supporting documents.
• Organize and maintain Federal Program records and documentation for compliance audits.
• Make travel arrangements including air and hotel reservations.
• Perform other duties as assigned.

Skills

Basic computer skills

Excel/Word/PDF

Google Docs

Education

High School Diploma/GED

Tools

Munis

Job description

Administrative Assistant - Federal Programs JobID: 4475

Clerical/Technical Support Compensation Plan

Pay Grade:4
Shift Type:Full-Time
Wage/Hour Status:Non-Exempt
Reports To:Director - Federal Programs

This position is funded with Title I, Part A, and continued funding of this position will be based on the availability of Title I Part A, funding.

EMPLOYMENT BEGINS:

As soon as possible

PRIMARY PURPOSE:

To handle the secretarial duties involved with the Federal Programs (including Title I, Title 2, Title 3, Title IV), by assisting the Director of Federal Programs, by maintaining financial records, assisting administrators, parent liaisons, and maintaining correspondence for any Federal Program staff.

QUALIFICATIONS:

Education/Certification:
High School Diploma/GED

SPECIAL KNOWLEDGE/SKILLS:

• Knowledge of basic computer and keyboarding skills.
• Excel / Word / PDF
• Google Docs

EXPERIENCE:

Successful experience as an administrative assistant.

MAJOR RESPONSIBILITIES AND DUTIES:

• Answer telephones, respond to inquiries or route calls to appropriate person.
• Have knowledge of computer functions and programs, including Munis, word processing spreadsheets and database.
• Assist campus Administrative Assistants with requisitions, account codes, and documentation requirements.
• Provide campuses with current Federal Program required forms.
• Update forms and upload to Google Docs periodically.
• Must have a service-oriented personality.
• Assemble materials for workshops and meetings.
• Have the ability to multi-task and pay close attention to details.
• Prepare requisitions for purchases and checks.
• Maintain tracking spreadsheets, databases, and supporting documents.
• Organize and maintain Federal Program records and documentation for compliance audit purposes.
• Make travel arrangements including air and hotel reservations.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES:

None

WORKING CONDITIONS:

Mental Demands:
Reading, analyzing, and interpreting general business periodicals, professional journals, technical procedures, or governmental regulations.
Writing routine reports and correspondence.
Effectively presenting information and responding to questions from groups of administrators, managers, employees, clients, customers, and/or the general public.
Interacting with the instructional staff and occasionally meeting multiple demands from several people.
Interpreting a variety of instructions furnished in written, oral diagram, or schedule form.

Physical demands/environmental factors:
Reaching with hands and arms and frequently repeating the same hand, arm or finger motion.
Lifting/moving up to 10 pounds such as supplies of copier paper.
Moderate noise level in the work environment

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities, duties, and skills that may be required.