Administrative Assistant - Grants and Federal Programs

Campbell County School District; Gillette (WY); Hybrid; USD 36,000 - 54,000; Full time

Job summary

Campbell County School District in Gillette, WY, seeks an Administrative Assistant - Grants and Federal Programs to provide clerical support, track grant documentation, prepare applications, and ensure compliance with district, state, and federal requirements.

The role reports to the Fiscal / Budget Manager and involves compiling data, processing purchase orders and reimbursements, maintaining records, and coordinating with staff and external agencies.

Qualifications

• Basic accounting/bookkeeping principles
• Business telephone etiquette
• Grammar and punctuation knowledge

Responsibilities

• Attends meetings to convey/gather information.
• Compiles data from various sources to ensure compliance with financial and administrative requirements.
• Maintains documents and records (manual and digital) for up-to-date reference and confidentiality.
• Monitors activities to coordinate and ensure compliance with requirements.
• Prepares written materials (correspondence, reports, invoices) for documentation and communication.
• Processes documents (purchase orders, reimbursements, budgets, journal entries) for compliance.
• Researches topics (grant regulations, policies) to address administrative needs.
• Responds to inquiries from internal and external parties to facilitate communication and provide direction.
• Supports administrative personnel with routine tasks and coverage.

Skills

Office equipment

Bookkeeping

Record keeping

Software applications

Education

Job-related education

Tools

Accounting software

Job description

Administrative Assistant - Grants and Federal Programs

• Educational Support Personnel

Purpose Statement

The job of Administrative Assistant - Grants and Federal Programs is done for the purpose/s of providing efficient and accurate accounting practices for all District grant activities; monitoring assigned programs and/or projects; prepares grant applications; and provides clerical support as needed for all state and/or federally grant funded district programs.

This job reports to Fiscal / Budget Manager

Essential Functions

• Attends meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.
• Compiles data from a variety of sources (e.g. grant regulations, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Maintains a variety of documents, files and records (manual and computer) (e.g. grant applications and documentation, correspondence, schedules, budget activity reports, etc.) for the purpose of providing up-to-date reference trail, availability of information as needed and ensuring confidentiality and use of appropriate accounting practices.
• Monitors assigned activities and/or projects for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.
• Prepares a variety of written materials (e.g. correspondence, lists, reports, memos, grant fund activity reports, invoices, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes documents and materials (e.g. purchase orders, reimbursements, cash requests, budgets, journal entries, etc.) for the purpose of disseminating information in compliance with program, district, state and/or federal requirements.
• Researches a wide variety of topics (e.g. accounting irregularities, current practices, policies, grant specifications, etc.) for the purpose of providing information for addressing a variety of administrative requirements.
• Responds to inquiries from a variety of internal and external parties (e.g. staff, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Supports assigned administrative personnel for the purpose of providing assistance with administrative functions.

Other Functions

• Assists other personnel, as may be required, for the purpose of ensuring an efficient and effective work environment.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform single, technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; performing standard bookkeeping; preparing and maintaining accurate records; and using pertinent software applications.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: basic accounting/bookkeeping principles; business telephone etiquette; and concepts of grammar and punctuation.

ABILITY is required to schedule activities and/or meetings; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize specific, job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working with detailed information/data; and working with frequent interruptions.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing. This job is performed in a generally clean and healthy environment.

Experience:Job related experience with increasing levels of responsibility is required.

Education:Targeted, job related education with study in job-related area.

Equivalency:

Required Testing:Pre-Employment Proficiency Test

Certificates and Licenses:

Continuing Educ. / Training:

Clearances: Criminal Justice Fingerprint/Background Clearance