Job ID:

5873151\n

Application Deadline:

Aug 15, 2026 11:59 PM (Eastern Standard Time)\n

Posted:

Yesterday\n

Starting Date:

Sep 14, 2026\nJob Description\nFederal Programs Administrative Assistant Job Description\nSummary\nUnder limited supervision, performs advanced administrative, technical, and financial support work for the Director of Federal Programs in administering federally funded education programs. The Federal Programs Assistant serves as a key member of the Federal Programs team by coordinating departmental operations, managing grant-related documentation and fiscal processes, monitoring compliance with federal, state, and local requirements, and supporting district schools in the effective implementation of federal programs. Responsibilities require extensive knowledge of office administration, financial recordkeeping, grant management, and regulatory compliance, as well as the ability to exercise independent judgment, maintain confidentiality, prioritize multiple deadlines, and establish collaborative working relationships with district personnel, school personnel, state agencies, vendors, and community stakeholders.\nRequired education, training, and experience\nMust have a high school diploma\nPreference is given to an Associate degree in Business Administration, Accounting, Office Administration, Public Administration, or a related field or an equivalent combination of education, training, and experience that provides the knowledge, skills, and abilities required to perform the job functions\nMinimum of three years of progressively responsible administrative or financial experience, preferably in public education, grant administration, accounting, or government-funded programs; or an equivalent combination of education and experience.\nExperience working with budgets, purchasing, bookkeeping, or federal grant management is preferred.\nEssential duties and responsibilities\nProvides administrative support to the Director of Federal Programs.\nServes as a joint point of contact for Federal Programs inquiries from school personnel, parents, community members, vendors, and outside agencies.\nMaintains calendars, schedules meetings, prepares agendas, records meeting minutes, and coordinates department events.\nAssists with preparation of presentations, reports, correspondence, newsletters, and communication materials.\nAssists with budgeting and fiscal management of all federal programs, including Title I, Title II, Title III, Title IV, McKinney-Vento, ESL, and other federal grants.\nPrepares purchase requisitions, purchase orders, and payment requests.\nMaintains detailed expenditure records and monitors grant budgets to ensure expenditures remain within approved allocations and align with district and school plans.\nAssists with budget revisions, amendments, remaining funds calculations, and financial reporting.\nReconciles expenditures with Finance Department records and investigates discrepancies.\nMaintains inventory records for federally purchased equipment and materials in accordance with federal requirements.\nMaintains comprehensive grant documentation to ensure compliance with federal and state regulations.\nSupports the organization and maintenance of electronic and paper records for federal monitoring visits, audits, and program reviews.\nMaintains required documentation including:\nTime and Effort certifications\nPersonnel Activity Reports (PARs)\nInventory records\nProcurement documentation\nParent and Family Engagement documentation\nSchoolwide Improvement Plans\nEquitable Services documentation\nComparability reporting\nEquity Plan\nAssists with preparation of annual Consolidated Applications and required NCDPI reports.\nAssists schools in maintaining required documentation for federal compliance.\nMaintains federal program databases and tracking systems in collaboration with the Federal Programs Director.\nAssists in preparing, collecting, compiling, and analyzing program data.\nAssists with federal program surveys, reporting deadlines, and data submissions.\nReviews school documentation and helps monitor to ensure compliance with Federal and State regulations and guidelines. Provides technical assistance to principals, school bookkeepers, and district departments regarding federal program procedures.\nAssists schools with allowable expenditures, purchasing procedures, documentation requirements, and timelines.\nAssists in coordinating meetings for School Planning Meetings, District Parent Meetings, Family Engagement activities, and stakeholder committees.\nAssists with conference registrations, travel arrangements, professional development logistics, and reimbursements.\nMaintains the Federal Programs webpage, Title I Crate, and updates program information as needed.\nAssists in preparing parent notifications and required public notices.\nResponds professionally to inquiries regarding federal programs.\nMaintains effective communication with NCDPI consultants, vendors, school staff, and district staff.\nMaintains department filing systems and records.\nOrders office supplies and instructional materials.\nProcesses incoming and outgoing correspondence.\nPerforms other duties as assigned by the Federal Programs Director.\nAssists with special projects related to federal programs.\nSupports district initiatives.\nAssists with planning professional development activities.\nIdentifies opportunities to improve office efficiency and workflow.\nPerforms other related duties as assigned.\nConsiderable knowledge of federal grant administration and compliance requirements.\nKnowledge of budgeting, purchasing, bookkeeping, and financial recordkeeping.\nKnowledge of North Carolina public school finance procedures.\nProficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.\nExperience with financial and student information systems such as LINQ, Infinite Campus, Title I Crate, or similar software preferred.\nAbility to maintain strict confidentiality.\nAbility to interpret and apply federal, state, and local policies and regulations.\nExcellent organizational and management skills.\nStrong attention to detail and accuracy.\nAbility to prioritize multiple deadlines.\nExcellent written and verbal communication skills.\nAbility to establish positive, effective working relationships with district personnel, school administrators, school bookkeepers, NCDPI staff, vendors, and community stakeholders.\nAbility to work independently while managing multiple priorities.\nAbility to analyze financial information and prepare reports.\nAbility to compose professional correspondence independently.\nAbility to provide exceptional customer service.\nPhysical environment\nThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.\nMust be physically able to operate a variety of equipment including computers, copiers, etc. Must be able to exert up to 20 pounds of force frequently; and/or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects.\nWork environment\nThe work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.\nMust be adaptable to performing under stress and when confronted with emergency situations. There may be changing priorities and interruptions during the workday. Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics of data, people, or things.\nRequires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments, or directions to subordinates or assistants.\nRequires the ability to read a variety of correspondence, reports, forms, articles, proposals, contracts, etc. Requires the ability to prepare correspondence, reports, forms, evaluations, policies, etc. using prescribed formats.\nRequires the ability to maintain confidentiality\nRequires the ability to record and deliver information, explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages.\n

DISCLAIMER

The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.

Position Type:

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