Federal Programs Administrative Assistant

Martin County Schools is currently accepting applications for a Federal Programs Administrative Assistant. (

Start Date:

January 2026.) See the job description below for more information.

GRADE :

61

FLSA :

Non-Exempt

REPORTS TO

: Director of Testing and Federal Programs

SUPERVISES

: None

TERMS OF EMPLOYMENT

: 12 months

QUALIFICATIONS

: Associate Degree, preferred or coursework equivalent to an Associate Degree (60 semester hours). Experience as an Administrative Assistant in a school setting. Experience working with federally funded programs, grants management, or compliance documentation preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following. This list is meant to be representative, not exhaustive. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is required to follow all board policies and procedures and to comply with the instructions and/or directives from his/her supervisor(s). Places and receives telephone calls, records messages, and coordinates the Director of Testing and Federal Programs' schedule. Maintains calendars, schedules appointments, and makes arrangements for conferences, meetings, trainings, and professional development activities. Prepares correspondence, reports, agendas, sign-in sheets, minutes, and other documentation as instructed. Assesses needs, orders, and maintains supplies, materials, and equipment. Performs bookkeeping tasks associated with federal programs, particularly Title I funding. Processes incoming and outgoing SD-1s and reimbursements for professional development. Prepares and maintains financial records including purchase orders, professional leave forms, and travel reimbursements. Enters purchase orders into the financial system for Federal Programs and other departments including Exceptional Children (including Pre-Kindergarten) and Human Resources, as assigned. Assists with monitoring federal program expenditures to ensure compliance with approved budgets and allowable cost principles. Maintains regular electronic and paper filing systems in compliance with federal, state, and local record retention requirements. Assists with preparation and maintenance of federal grant applications, amendments, and required reports. Compiles documentation and data required for federal monitoring, audits, and program reviews. Tracks deadlines and ensures timely submission of reports to the North Carolina Department of Public Instruction (NCDPI). Makes necessary arrangements for meetings, student events related to Curriculum & Instruction, and professional development activities. Makes travel arrangements for the supervisor. Utilizes current technology to complete assigned tasks. Interacts professionally and appropriately with the public and district staff in person, electronically, and by telephone. Makes routine decisions in accordance with established policies and procedures. Maintains confidentiality of student, employee, and district information. Performs other duties and responsibilities as assigned by the supervisor.

PHYSICAL AND COGNITIVE REQUIREMENTS

: The major physical and cognitive requirements listed below are applicable to the Federal Programs Administrative Assistant job classification within Martin County Schools. Work in this classification is considered light physical work requiring the exertion of up to 20 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. Prepare, read and comprehend a variety of job related forms, reports, spreadsheets, maps, plans, records, documentation and correspondence required by the job Understand and conform to all rules of punctuation, grammar, diction and style Speak to individuals or groups of people with poise, voice control and confidence Respond adequately to inquiries or complaints Write using standard convention required by the job Use/interpret job related terminology, mathematical formulas and functions effectively and efficiently Deal with people beyond giving and receiving instructions Perform under stress, deal with persons acting under stress and adapt when confronted with emergency situations Be sensitive to cultural differences among individuals and groups of persons Operate a motor vehicle Operate/use a variety of automated office machines and other office equipment Operate/use a variety of audiovisual/electronic machines and devices Operate/use a variety of communication machines/equipment/devices The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works indoors. The noise level in the work environment is usually minimal. The work is performed in the Central Office.