FEDERAL PROGRAMS ADMINISTRATIVE ASSISTANT/BOOKKEEPER

MCMINN COUNTY SCHOOLS   
                                         
Job Title:                       FEDERAL PROGRAMS ADMINISTRATIVE ASSISTANT/BOOKKEEPER
Exemption Status:        Non-Exempt
Reports to:                    Federal Programs Supervisor
Date Revised:               05/6/24
Dept./School:                Federal Programs
ESP Salary Schedule:   S-5 (240 days)

Primary Purpose:

Under moderate supervision, organize and manage routine work activities within the Federal Programs Department and provide clerical support for the efficient operation of the Central Office. Perform focused bookkeeping and maintain financial records for federal programs.

Qualifications: 

Minimum of a High school diploma or GED equivalent (preferred associate degree or above with a focus on accounting)

Special Knowledge/Skills: 

Knowledge of bookkeeping principles and practices. 
Proficient in Excel.
Proficient in keyboarding, data entry, word processing, and file maintenance. 
Ability to operate multi-line phone system.
Ability to multi-task numerous complex administrative activities.
Ability to prioritize workflow to address the multiple needs of the supervisor or the department.
Ability to maintain accurate and auditable records according to federal requirements. 
Ability to work with numbers in an accurate and rapid manner to meet established deadlines. 
Effective organizational, communication, and interpersonal skills. 
Detail-oriented with focused precision. 

Experience: 

Minimum of three (3) years of secretarial experience with a minimum of one (1) year experience in Bookkeeping/Accounting required. 

Major Responsibilities and Duties: 

1. Maintain complete and systematic records of schools/department federal financial transactions according to established procedures and generally accepted accounting principles. 
2. Work closely with the Finance Department, tracking requisitions and accounts payable. 
3. Coordinate multiple funding allocations.
4. Maintain documentation of federal inventories.
5. Compile, maintain, verify, and file all reports, records, data, and other documents as required.   
6. Federal budgeting within the department and Title I Schools.
7. Perform duties in accordance with ESSA requirements. (Title I, Title II, Title III, Homeless, Foster, ESL, Parent/Family Engagement, Staff Development, Comparability, Semi-Annual Certification, Parental Notification, Private School Intent to Participate, Documentation for Highly Qualified Paraprofessionals, Consolidated Admin, UGG Document, PARS Reports, ePlan Access/User Audit, Surveys, Track federally funded Professional leave, etc.)
8. Maintain confidentiality. 
9. Follow district safety protocols and emergency procedures. 
10. Maintain a schedule of appointments for departmental staff.

Additional Duties:

11. Archive records according to Federal mandates.
12. Maintain up-to-date Policy Manual.
13. Specific federal online ordering.

Mental Demands/Physical Demands/Environmental Factors: 

Tools/Equipment Used: Standard office equipment such as computers, phones, photocopiers, filing cabinets, fax machines, and scanners.
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting 
Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching 
Lifting: Occasional light lifting and carrying (less than 15 pounds) 
Environment: May work prolonged or irregular hours, occasional district-wide travel 
Mental Demands: Work with frequent interruptions; maintain emotional control under stress 

  This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. 
 
Reviewed by _________________________________________________________Date__________ 
 
Received by __________________________________________________________Date_________