Federal Programs Administrative Assistant

Job Description

Position Title: Federal Program Administrative Assistant

Department: BOE

Evaluation Instrument:

Pay Grade: Non-Classified Salary Scale

Pay Type: Hourly

Retirement: TRS

Contract Work Year: 240 Days, 8 Hours Per Day

Reports to: Federal/Safety Program Director or Superintendent

MINIMUM QUALIFICATIONS

High School Diploma/GED or higher education

Experience preferred but not required

GOAL

Provides a variety of clerical services/support to Federal/Safety Program Director; establishing and maintaining department records; coordinating assigned projects; preparing, compiling and distributing a wide variety of material and reports.

REPRESENTATIVE DUTIES & RESPONSIBILITIES

• Federal Programs: Title I, Part A, Title I, Part C & Title Ill

• Compiles data from a variety of sources (e.g. budget reports, specialized reports, grants, etc) for the purpose of complying with financial, legal and/or administrative requirements.

• Composes documents for assigned area (e.g. project status, surveys, letters, reports, etc.) for the purpose of documenting events, providing and/or requesting information.

• Coordinates a variety of programs and/or activities (e.g. distribution of materials to various departments, arrangements for conferences, meeting, travel, etc.) for the purpose of delivering services in compliance with established guidelines.

• Maintains a wide variety of documents, files and records (e.g. purchase orders, invoices, Title programs, etc.) for the purpose of documenting activities, providing up-to-date reference and audit trail.

• Orders equipment, supplies and materials for the purpose of maintaining availability of required items.

• Maintains inventories of supplies, equipment and materials (e.g. forms and items purchased from federal and grant funds, etc.) for the purpose of ensuring items' availability and compliance with local, state and Federal guidelines.

• Prepares a wide variety of reports and materials (e.g. budgets, purchase orders, correspondence, notices, letters, memorandums, charts, guides, handbooks, publications, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.

• Communicates with administrators, teachers, staff, etc. in person, by telephone, email or letter for the purpose of providing information on a variety of activities and departmental functions.

• Processes a variety of documents and materials for the purpose of disseminating information in compliance with program, district, state and/or federal requirements.

• Submits reports and forms to the GaDOE for the purpose of meeting state and/or federal guidelines and requirements.

• Researches a variety of topics (e.g. current practices, procedures and policies, etc.) for the purpose of providing information for addressing a variety of administrative, local, state and/or federal requirements.

• Participates in meetings, workshops, seminars and conferences as assigned for the purpose of conveying and/or gathering information required to perform functions.

• Orders nursing and technology supplies & materials for the purpose of maintaining availability of required items.

• Reconciles account balances for Payroll, General and Georgia 1 bank accounts.

• Performs other duties as assigned.

Revised: 2026