What are the responsibilities and job description for the Administrative Assistant - Federal Programs position at Mehlville R-9 School District?
Administrative Assistant – Federal Programs
12 Month Position
January, 2026
Position Summary: Responsible for coordinating and reporting the activities of the department. Assist with the day-to-day operations of the department.
Education and Experience:
- Requires a high school diploma or equivalent.
- Requires 2 to 5 years of job-related prior experience.
Essential Job Functions include the following: Other Duties May Be Assigned
- Coordinates and reports on the activities of the assigned areas.
- Serves as a liaison between the department, the District and the community.
- Maintains all financial records for the Federal Programs budgets: Title IA, Title IIA, Title III Immigrant, Title III LEP, Title IV, and any additional grants.
- Maintains all Federal Programs records.
- Process and request budget adjustments and journal entries.
- Run SIS FIN reports to monitor and reconcile Title budgets.
- Assist Federal Programs Director in the preparation of monthly reimbursement requests.
- Communicates and coordinates with Non-public schools regarding federal funds.
- Contact vendors to obtain quotes and bids.
- Generates and tracks purchase orders, reconciles invoices to purchase orders, file and maintains purchase orders.
- Processes all order requests and inventory for Title IA, Title IIA, Title II, Title III Immigrant, Title III LEP, Title IV, and non-public partners who qualify for federal funding.
- Communicate with vendors to resolve price discrepancies, returns, and shipping errors.
- Balance budgets for year end reporting.
- Processes Federal Programs travel arrangements: Registrations, airfare, lodging, transportation
- Creates travel itineraries.
- Processes travel reimbursements.
- Maintains department credit card and credit account, reconciles statements and submit for payment.
- Responsible for gathering W-9’s, Vendor set up forms and ACH Authorization from all new vendors.
- Distribute tax forms and W-9s upon request.
- Performs miscellaneous clerical duties including typing, filing, copying, etc.
- Process work orders.
- Prepares bulk mailings, sorts and distributes departmental mail.
- Answers telephone calls, writes messages and routes calls as needed.
- Assists in the planning of special events.
- Composes correspondence for the department.
- Maintains confidentiality regarding numerous student, staff and administrative documents and concerns.
COMPENSATION FOR EXPERIENCE IS CONSIDERED, 2025-2026 Classified Salary Schedule, Director Secretary
APPLICATION DEADLINE: Open Until Filled
Qualified individuals who wish to apply for this position should submit an on-line application at: bit.ly/employmentmsdr9
Mehlville School District is an Equal Opportunity Employer and E-Verify Participant
We appreciate your interest in Mehlville School District!