Magnet Administrative Assistant

Position Type:
Secretarial/Clerical/Secretary
Date Posted:
11/2/2023
Location:
Innovation OfficePRIMARY PURPOSE:
Perform secretarial and accounting assistance activities and functions of the Magnet Schools
Assistance Program to ensure the goals and objectives specified for the program area accomplished
in accordance with established priorities, time limitations, funding limitations or other specifications
QUALIFICATIONS:
Minimum Education/Certification:
High School diploma or GED
Some college credit preferred
Special Knowledge/Skills:
• Knowledge of all applicable federal, state and local laws, guidelines and procedures
pertaining to Federal Grant Programs (preferred)
• Knowledge of budgeting and accounting principles
• Knowledge of organizational practices
• Knowledge of principles of public grants and categorical programs (preferred)
• Skill in organizing work of self and others
• Skill in both verbal and written communications with others
• Skill in time management, secretarial and organizational functions
Experience:
One year of job related experience
MAJOR RESPONSIBILITIES AND DUTIES:
1. Manages the secretarial duties for the program and provide overall secretarial duties for the
program director
2. Creates and processes purchase orders for program expenditures and assigns budget codes
3. Receives and verifies orders against grant expenditure parameters
4. Prepares invoices for payment in Accounts Payable
5. Prepares and codes grant-related timesheets for Payroll Department processing
6. Maintains running budget balances for each grant
7. Processes and submits monthly expenditure claims for reimbursement of district funds
8. Provides supervisor with historical financial information, accurate fiscal projections and reports
as requested
9. Maintains accounting records for various federal and state grants for auditing purposes
10. Assists in preparing grant budgets and revisions; processes approved grant documents
11. Determines and posts closing entries at fiscal year end
12. Prepares annual grant activity reports
13. Dependable performance requires reliable and dependable attendance
14. Assists the program director with meeting preparation, organization, and documentation
15. Comply with district policies, as well as state and federal laws and regulations
16. Adhere to the district's safety policies and procedures
17. Maintain confidentiality in the conduct of district business
18. Perform other duties as assigned by the supervisor or other administrator that are consistent
with the general requirements and qualifications for the position
Attachment(s):

• Magnet Adminstrative Assistant.pdf