Administrative Secretary and Grants Bookkeeper

Classification Title:  Administrative Secretary & Grants Bookkeeper

Department: Curriculum

Pay Grade: Classified Salary Scale (C6)

FLSA Status: Non-Exempt

Supervisor: Director of Secondary Instruction 

GENERAL STATEMENT OF JOB

Performs clerical, administrative, and technical work requiring strong organizational, communication, and typing skills. Provides comprehensive administrative support while preparing and maintaining fiscal and related records for multiple state or federal grants. Work includes bookkeeping, recordkeeping, correspondence, and coordination with school and division personnel.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

• Provides general administrative and clerical support, including answering phones, managing correspondence, scheduling meetings, and maintaining office files and records.
• Serves as primary clerical and administrative support for certain grant programs.
• Prepares, organizes, and maintains a variety of files, reports, and records (both general office and grant-related).
• Maintains accurate financial records for division and individual school expenditures for each federal grant.
• Submits grant applications, amendments, budget transfers, and reimbursement requests using the VDOE OMEGA system or other identified management system.
• Processes purchase orders, invoices, and other financial documentation related to grant expenditures.
• Communicates with school principals, bookkeepers, and staff regarding purchasing, grant allocations, timelines, and compliance requirements.
• Assists with the preparation of reports, presentations, and documentation for meetings and compliance purposes.
• Maintains accurate records for specialized funding areas, preschool funds, fine arts, and private school allocations.
• Maintains federal grant personnel records and coordinates with Payroll and Human Resources departments.
• Performs general office duties such as copying, filing, data entry, ordering, and document preparation.
• Supports overall office operations and performs related duties as assigned.

MINIMUM EDUCATION AND TRAINING

• Any combination of education and experience equivalent to graduation from high school including or supplemented by coursework in business, typing, bookkeeping, or office administration, and experience in clerical, administrative, and/or accounting work.

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

Knowledge, Skills and Abilities:

• Knowledge of District policies and procedures.
• Knowledge of general office procedures and equipment.
• Skill in effective communication, both verbally and in writing.
• Skill in the use of computers for data entry, word processing, and/or accounting purposes.
• Ability to present information clearly and concisely in verbal and written form.
• Ability to maintain effective working relationships with other District employees and the general public.  
• Ability to work independently with minimal supervision.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work is sedentary to light work which requires exerting up to 30 pounds of force occasionally and/or exerting up to 20 pounds of force frequently, and/or up to 10 pounds of force to move objects frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Work is performed while standing, sitting and/or walking. Requires the ability to communicate effectively using speech, vision, and hearing. Requires the use of hands for simple grasping and fine manipulations. Requires bending, squatting, crawling, climbing, reaching.  Additionally, the following physical abilities are required: 

• Reaching: Extending hand(s) and arm(s) in any direction.
• Pushing or Pulling: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward. Using upper extremities to exert force in order to draw, haul or tug objects in a sustained motion.
• Grasping: Applying pressure to an object with the fingers and palm.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand 
• Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips
• Manual Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.

Work Environment:

The worker is not subject to adverse environmental conditions.