Job Description
Position Type: Secretarial/Clerical/Secretary
Date Posted: 7/21/2025
Location: Sumter School District
Job Title: Federal Programs Administrative Assistant Reports To: Director of Federal Programs Days: 233 Days Job Summary: The Federal Programs Administrative Assistant provides clerical and administrative support for the effective and compliant operation of federally funded programs. This role supports the Director of Federal Programs and related staff with budgeting, documentation, compliance tracking, and communication related to Title I, Title II, Title III, Title IV, and other federal education programs.
Key Responsibilities: General Administrative Duties: - Answer and direct phone calls in a professional manner.
- Greet and assist visitors to the office.
- Maintain organized filing systems, both electronic and physical.
- Schedule and coordinate meetings, appointments, and travel arrangements.
- Assist in the preparation of reports, correspondence, agendas, and meeting minutes.
- Maintain inventory and order office supplies.
- Perform data entry and maintain accurate records.
- Operate office equipment such as copiers, fax machines, and computers.
- Monitor and respond to emails and other communications promptly.
- Maintain confidentiality of sensitive information.
Federal Programs-Specific Duties: - Provide administrative support in the preparation, submission, and maintenance of documentation required for federal program compliance and audits.
- Assist with tracking and maintaining budgets and expenditures related to federal grants.
- Prepare purchase requisitions, contracts, and other documentation for federally funded purchases and services.
- Maintain a centralized documentation system for monitoring, evaluations, time and effort records, and inventory as required by federal guidelines.
- Help ensure timely submission of reports and data required for state and federal compliance (e.g., Title I, Title II, Title III, Title IV).
- Coordinate with vendors and service providers to support grant-funded programs and activities.
- Assist in organizing federally funded professional development activities, including managing registration, travel arrangements, and reimbursements.
- Support parent and family engagement efforts, including preparation and distribution of materials in multiple languages as needed.
- Maintain accurate staff lists, service logs, and stakeholder meeting documentation required under federal guidelines.
- Attend training sessions and meetings related to federal programs as directed.
Required Qualifications: - Associate's degree or higher preferred.
- At least 2 years of experience in an administrative support role.
- Proficiency in Google and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong organizational, interpersonal, and communication skills.
- Ability to manage multiple tasks and meet strict deadlines.
- High level of attention to detail and accuracy.
- Ability to work independently and as part of a team.
- Ability to maintain confidentiality and handle sensitive information appropriately.
Preferred Qualifications: - Experience supporting federal or state-funded education programs.
- Familiarity with grants management, budgeting, or compliance monitoring.
- Knowledge of state and federal regulations governing education grants (ESEA, ESSA, EDGAR, etc.).
- Experience using district financial systems and/or student information systems.
Working Conditions: - Standard office hours with occasional extended hours during reporting periods or special projects.
- Office environment with frequent use of computer and office equipment.
- Occasional lifting of materials up to 25 lbs.
Sumter School District is an equal opportunity employer.
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