Job Title: Federal Programs Administrative Assistant Salary: Consistent with the Act 93 Agreement Reports to: Federal, State and ELD Coordinator Hours: 8:00-4:00, Monday-Friday Building: Administration Building Job Category: Act 93 Date Posted: October 27, 2026
PRIMARY PURPOSE:
To provide comprehensive administrative, operational, and fiscal support to the Federal Programs Office, ensuring the efficient coordination of federally funded programs and daily departmental operations. Responsibilities include managing the federal purchasing process from initial request through order fulfillment and delivery; maintaining accurate financial, purchasing, and compliance records; assisting with grant administration, payroll, and reporting requirements; and providing timely, professional, and responsive communication and support to principals, teachers, district personnel, and vendors. This position requires strong organizational skills, attention to detail, proactive communication, and a commitment to accuracy, accountability, and exceptional service in accordance with district procedures and applicable state and federal requirements.
DUTIES AND RESPONSIBILITIES:
- Assists in maintaining accurate records in compliance with state/federal requirements related to grants administered by the Federal Programs Office, and organizing records and documentation required for annual program audits and monitoring visits.
- Assists in maintaining detailed records of expenditures through filing and Excel and Google spreadsheets.
- Manages the federal purchasing process from initial request through purchase order entry, product ordering, shipment tracking, delivery confirmation, and activation of applicable software licenses or subscriptions.
- Adhere to all due dates and timelines especially for reporting and ordering purposes.
- Reviews purchase requests for completeness and accuracy; proactively contacts requesters, vendors, and appropriate district personnel to obtain necessary quantities, specifications, documentation, or clarification to facilitate timely processing.
- Maintains accurate, detailed records of purchase requests, purchase order entry dates, order placement dates, vendor correspondence, shipping information, delivery status, and related communications for tracking and accountability purposes.
- Communicates effectively, professionally, and courteously with principals, teachers, district staff, and other individuals requesting purchases through Federal Programs; provides thorough, responsive assistance and guidance throughout the purchasing process.
- Processes purchase order requests accurately and efficiently in the district purchasing system, adhering to established procedures, funding requirements, and applicable ordering deadlines.
- Provides requesters with timely acknowledgment and status updates, including the date and time purchase orders are entered into the purchasing system, the date and time orders are placed, and available shipping and delivery details.
- Serves as a professional point of contact for vendors; coordinates ordering and shipping inquiries, resolves discrepancies or fulfillment issues, and promptly communicates delays or concerns to the individuals requesting purchases.
- Coordinates with principals, school clerks, teachers, and other designated staff to verify receipt of federally funded materials and services; communicates receiving confirmations and outstanding deliveries to the Federal Fiscal Accountant for accurate tracking and reconciliation.
- Provides principals, teachers, and appropriate district staff with timely updates regarding federal funding availability, purchasing timelines, ordering deadlines, and relevant procedures, as directed by Federal Programs leadership.
- Verify student data for submission to the PIMS Report, including new enrollments and Title I employee emails and information.
- Communicates regularly with non-public school officials regarding purchase orders, funding allocations, and professional development applications.
- Perform routine filing, mail and clerical work, including creation of letters and flyers.
- Answer telephone, provide information to callers, take messages, or transfer calls to appropriate individuals.
- Assists with setting up meetings and note taking at meetings as assigned.
- Maintain record of documents and preparation of schedules related to federal grants.
- Assists with creating memos, emails, correspondences and follow up with vendors, school administrators, staff, and the Director of Federal Programs and the department program manager.
- Attend all meetings as assigned.
- Perform all other duties assigned by the Federal Programs Coordinator, and the superintendent.
ADDITIONAL SKILLS, KNOWLEDGE AND ATTITUDE:
- Ability to communicate, comprehend and perform complex computations correctly utilizing Microsoft Office and spreadsheets, with intermediate to advanced level skills using MS Excel and MS Word. Familiarity with Google Docs and Sheets is required.
- Strong attention to detail, especially dealing with tracking federal funds, payroll, and extra pay documentation is required.
- Ability to work in a student information system (e.g. PowerSchool/e-School software) and be familiar with requirements for reporting of financial, student, and compliance data.
- Familiarity with the grants process and basic accounting concepts (debit, credit, journal entry, account codes, PA Chart of Accounts)
- 3-5 years of related successful job embedded experience is required
- Ability to compose clear, concise sentences and paragraphs. Familiarity with business writing.
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to access the Internet and collect research on methods and samples of procedures and documents in other districts or organizations.
- Follow procedures for recording, maintaining and reporting data to comply with local, state and federal regulations.
- Use eyes and hands at the same to enter figures onto forms or to fully operate a computer, laptop or required technology equipment.
- Perform work that is routine and detailed.
- Use logical thinking and personal judgment to perform a variety of office tasks that require special skills and knowledge.
- Make decisions based on judgment and District policy and work under stress.
- Meet all deadlines in a timely fashion.
- Ability to exercise good judgment in prioritizing tasks.
- Ability to understand and follow oral and written instructions.
- Ability to communicate effectively at all organizational levels.
- Ability to deal courteously and tactfully with employees, parents, students and the general public
- Ability to work independently and make work related decisions.
- Must be courteous, cooperative, and service oriented and possess excellent interpersonal skills.
- Must possess a valid PA State Driver’s license.
- High School diploma required, additional education or secretarial training strongly preferred.
PHYSICAL DEMANDS:
- Ability to reach above and below the waist
- Ability to use fingers to pick, feel and grasp objects
- Some stooping, bending and twisting of the body required
- Ability to lift and/or carry supplies and/or papers weighing no more than 20 lbs.
- Ability to sit, stand, walk or move throughout the building and/or office, often for extended periods of the workday.
SENSORY ABILITY:
- Visual acuity.
- Auditory acuity.