Program Assistant III- Federal Programs

Job | Posted 3 months ago
Position Areas
Non-Instructional Support


Job Summary:  
The Program Assistant for Federal Programs ensures accurate accounting records for receipts/disbursements within the assigned office.  The Program Assistant provides administrative and clerical support to supervisors of instructional programs and the Title I program.

Essential Job Functions:

  • Researches, prepares, and submits grant reimbursements and budget transfers to the Virginia Department of Education using appropriate tools and software; assist with grant amendments and budget set up
  • Maintains complete physical and digital records of all financial transactions and a financial filing system, in accordance with division and grant guidelines
  • Responds to requests for assistance, concerns, and/or complaints and serves as a liaison between staff, administrators, parents and vendors
  • Develops a variety of reports, correspondence, and forms using appropriate tools; research and compile data according to established procedures and timelines
  • Completes all steps of the purchasing process for all grant-related purchases: 
    • Solicits quotes and formal bids for purchases
    • Prepares purchase orders and other data
    • Reconciles checkbook and bank statements
    • Posts requisitions, receipts, and disbursement information to appropriate ledger
    • Processes financial mail
    • Maintains accurate and up-to-date records, inventories, and other departmental and grant-specific documentation

  • Checks and balances cash and negotiable instruments against receipted copies of bills
  • Assists in tracing errors and records adjustments to correct charges or credits posted to incorrect accounts
  • Monitors and reports financial information to supervisor
  • Performs clerical functions to support the program and grant staff members
  • Proofreads reports for accuracy and conformity to school policy and grant guidelines
  • Responsible for setting up meetings including proactive calendar management, reserving meeting spaces, catering requests, preparing materials and handling travel arrangements
  • Enables efficient operation of office
  • Prepares and replies to correspondence using sound judgment or from brief dictated notes in accordance with predetermined policy and practice
  • Performs other duties assigned by supervisor
  • General office practice, general accounting procedures, business english, punctuation, general mathematics, spelling, and  record keeping methods, practices and procedures
  • General knowledge of the laws, regulations and policies regarding federal programs and state purchasing
  • General knowledge of and familiarity with the management of Federal Grants
  • Departmental regulations and policies
  • Uses computer and software relevant to the position
  • Follows directions and complete assignments with minimum instruction, while adhering to prescribed routines and practices
  • Maintains digital and physical documentation and accounting records
  • Uses Munis Financial Management System
  • Handles numbers with speed and accuracy
  • Completes tasks involving sequential steps
  • Interacts with others collaboratively, courteously, and remains solution-focused
  • Resolves problems in accordance with instructions/policies
  • Makes decisions independently with tact and diplomacy
  • Communicates in written and oral modes with tact and diplomacy
  • Utilizes excellent customer service skills
  • Fosters a positive spirit of collaboration in the Instruction Department and across other departments as well
Salary: This a 12 month position with benefits. Starting salary $39,321

Apply To:  Click on the link above to apply.  All applicants, including those currently employed with Spotsylvania County Public Schools, will need to complete an online application. 

Posted By

Spotsylvania County Public Schools

6717 Smith Station Road , Spotsylvania, VA 22553

At the following locations

Administrative Services - Instruction

8020 River Stone Drive , Fredericksburg, VA 22407