Administrative Assistant Of Federal Programs

Title: Administrative Assistant of Federal Programs

Reports To: Director of Federal Programs

Terms of Employment: Full-Time, 12 Months

Salary Range: NC State Salary Schedule

FLSA Exempt/ Non-Exempt: Exempt

Position Purpose: Performs clerical duties and provides direct administrative support to the Director of Federal Programs.

• Responsible for scheduling, writing correspondences, emailing, providing customer service to visitors, routing phone calls, and responding to inquiries and requests.

• Provides support to school-based administrative staff and interacts with Central Office staff, school staff, and the general public.

Minimum Qualifications: Knowledge, Skills, and Abilities

• Considerable knowledge of Microsoft Office, specifically Word, Excel, and PowerPoint; Google Apps;

• Effective time management and organization skills

• Excellent critical thinking and problem-solving skills

• Excellent customer service skills with the ability to calmly route concerns to appropriate staff

• Ability to be discrete and maintain confidentiality

• Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure appropriate flow of information, collaborative efforts, and feedback

• Ability to pay strong attention to detail and a fundamental concern for the accuracy of information

• Ability to work independently without close supervision. Ability to read, interpret, and communicate Board policies

• Ability to coordinate and complete multiple tasks simultaneously with deadlines

• Ability to handle a large number of incoming calls

• Ability to establish and maintain effective working relationships with school system staff, parents, external agencies, and the public

• Drafts/composes and/or types letters, memorandums, agendas, minutes, special reports, summaries, and other materials by following notes or oral instructions as guides

• Uses various computer programs

• Answers telephone, takes and receives messages, and greets visitors

• Plans and coordinates special programs and activities as requested

• Distributes materials to schools

• Compiles data and maintains files and records pertinent to federal grant documentation

• Researches information as needed and requested

• Reorganizes and purges files as situations and time frameworks change

• Serves as backup to other administrative assistants

• Stays knowledgeable of federal programs and other programs related to the position

• Creates contracts based on standard form for consultants and follows through on the steps to securing necessary signatures

• Orders materials, track purchase orders, and processes invoices as needed

• Opens, sorts, and categories mail, memos, and incoming paperwork

• Assists with budget matters as requested

Education, Training, and Experience

• High school diploma or equivalent Post-secondary education or training;

• Experience in a clerical or human resources related area Other combinations of applicable education, training, and experience which provide knowledge, skills, and abilities to perform effectively in the position may be considered.

Certification and License Requirements

• Must hold and maintain a valid motor vehicle operator's license according to the State of North Carolina requirements

Preferred Qualifications: Associates Degree

Supervises: None

Essential Job Functions:

• Perform clerical duties and provide administrative support to the Director of Federal Programs.

• Serves as the initial contact person for visitors and answers incoming phone calls.

• Handles confidential information/messages/documents and processes and/or delivers, ensuring accuracy.

• Assists school administrators and secretaries by answering varied questions and/or directing them to appropriate personnel. Prepares board materials to be submitted to the Board of Education when needed.

• Schedules interviews and corresponds with applicants, as directed. Generate effective correspondence, presentations, reports, and other documents to include Board letters and contracts.

• Purchase office supplies, equipment, and miscellaneous items (e.g., books, pens, banners, etc. ). Facilitate travel arrangements and conference registration for the Director of Federal Programs.

• Maintains departmental records, transactions and ledgers.

• Maintains district personnel records.

• Processes information using various computer-driven word processing, spreadsheet, and file maintenance programs, which requires using various complicated formats for preparing correspondence, reports, and manuscripts.

• Work includes responsibility for accuracy of spelling, punctuation, format, and grammar. Manage multiple organizational data systems.

• Perform other related duties as assigned.