Hoke County Schools
2025-2026 Federal Programs- Program Assistant (12 Month)
Hoke County Schools, Raeford, North Carolina, United States, 28376
Federal Programs- Program Assistant (12 Month)
GENERAL DESCRIPTION
The essential function of the position within the organization is to manage daily office operations, oversee school-based grant requirements, and assist with federal compliance for Grants Management. The position is responsible for coordinating grants management staff and ensuring office effectiveness and efficiency. The position performs routine to complex clerical and technical accounting grants management functions, including overseeing financial administration such as accounting procedures to track expenditures, maintaining adequate internal control systems, assisting with financial audits, performing budget analysis, and adhering to grant funding procedures to efficiently record, summarize and report the result of financial activities. In addition to fiscal matters, the position requires program support such as the ability to prioritize multiple projects, collect data to provide continuous assessment of grant objectives, prepare program reports, provide technical assistance to schools, follow programmatic federal policies and procedures, ensure compliance with federal and state regulations, provide clerical assistance to supervisor and grants management staff, and perform related tasks as assigned. The position works under general supervision, independently developing work methods and sequences. Qualifications: Associate's Degree Preferred Graduation from high school and any equivalent combination of training and experience that provides the required knowledge, skills, and abilities Supervises: None
Primary Duties:
This list represents the essential tasks performed by the position. These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other duties as assigned. Coordinates human resources functions with the District Human Resources Personnel. Coordinates and manages the daily financial and program activities of Grants Management. Assists in developing and implementing federal policies and procedures. Manages compliance documentation collection and tracking with the Uniform Grant Guidance. Prepares and maintains employee leave, attendance and payroll records. Assists Federal Programs Director in preparing and administering grants. Manages budget expenditures, processes all purchase orders & payments, and verifies tutoring eligibility, hours, and payments. Processes all grants management personnel travel requests, submits to leadership for approval and assures it is presented to the Board in a timely manner. Updates and advises the Federal Programs Director on the expenditure of funds for assigned grant projects. Processes purchase requisitions, purchase orders, invoices, and updates vendor files. Determines school and district grant-funded supply needs and coordinates the purchase and distribution of all items. Enters, verifies for accuracy, updates, and retrieves computer data; prepares and maintains tracking spreadsheets for various grant components. Posts journal entries and budget amendments. Assists in maintaining financial records for assigned grant projects. Conducts routine self-audits by examining, verifying, and reviewing financial records and makes corrections as necessary. Reports Monitoring Compliance updates monthly to the Federal Programs Director. Ensures program compliance with all applicable district policies and procedures, state and federal laws and regulations, and standards of quality and safety; interprets policies, procedures, laws and regulations for staff as necessary. Establishes procedures for collecting appropriate data and sets up records to assure compliance with all regulations, including periodic reports. Monitors program effectiveness and efficiency and makes recommendations for improvements as necessary to enhance services, achieve goals and ensure compliance. Serves as a resource and provides technical assistance to schools. Reads, interprets, and applies complex policies and laws governing federal programs. Assists staff with the day-to-day operations of the program. Develops, updates, and tracks task completion at all sites continuously. Manages PAR and semiannual form creation, distribution, collection, and verification for all federally-funded employees. Assist the Grants Manager in monitoring program requirements. Maintains records of equipment sent to schools paid for by federal funds under the supervision of the Federal Programs Director.
Must be able to: Prepare, read, and comprehend a variety of job-related forms, reports, spreadsheets, maps, plans, records, documentation, and correspondence Understand and conform to all rules of punctuation, grammar, diction, and style Speak to individuals or groups of people with poise, voice control, and confidence Respond adequately to inquiries or complaints Write using standard conventions in all languages required by the job Apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions Apply common sense understanding to carry out instructions furnished in written, oral, or diagrammatic form Use/interpret job-related terminology, mathematical formulas, and functions effectively and efficiently Deal with people beyond giving and receiving instructions Perform under stress, deal with persons acting under stress, and adapt when confronted with emergency situations Be sensitive to cultural differences among individuals and groups of persons Operate/use a variety of automated office machines and other office equipment Operate/use a variety of communication machines/equipment/devices Operate/use a variety of job-specific machines/equipment
GENERAL DESCRIPTION
The essential function of the position within the organization is to manage daily office operations, oversee school-based grant requirements, and assist with federal compliance for Grants Management. The position is responsible for coordinating grants management staff and ensuring office effectiveness and efficiency. The position performs routine to complex clerical and technical accounting grants management functions, including overseeing financial administration such as accounting procedures to track expenditures, maintaining adequate internal control systems, assisting with financial audits, performing budget analysis, and adhering to grant funding procedures to efficiently record, summarize and report the result of financial activities. In addition to fiscal matters, the position requires program support such as the ability to prioritize multiple projects, collect data to provide continuous assessment of grant objectives, prepare program reports, provide technical assistance to schools, follow programmatic federal policies and procedures, ensure compliance with federal and state regulations, provide clerical assistance to supervisor and grants management staff, and perform related tasks as assigned. The position works under general supervision, independently developing work methods and sequences. Qualifications: Associate's Degree Preferred Graduation from high school and any equivalent combination of training and experience that provides the required knowledge, skills, and abilities Supervises: None
Primary Duties:
This list represents the essential tasks performed by the position. These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other duties as assigned. Coordinates human resources functions with the District Human Resources Personnel. Coordinates and manages the daily financial and program activities of Grants Management. Assists in developing and implementing federal policies and procedures. Manages compliance documentation collection and tracking with the Uniform Grant Guidance. Prepares and maintains employee leave, attendance and payroll records. Assists Federal Programs Director in preparing and administering grants. Manages budget expenditures, processes all purchase orders & payments, and verifies tutoring eligibility, hours, and payments. Processes all grants management personnel travel requests, submits to leadership for approval and assures it is presented to the Board in a timely manner. Updates and advises the Federal Programs Director on the expenditure of funds for assigned grant projects. Processes purchase requisitions, purchase orders, invoices, and updates vendor files. Determines school and district grant-funded supply needs and coordinates the purchase and distribution of all items. Enters, verifies for accuracy, updates, and retrieves computer data; prepares and maintains tracking spreadsheets for various grant components. Posts journal entries and budget amendments. Assists in maintaining financial records for assigned grant projects. Conducts routine self-audits by examining, verifying, and reviewing financial records and makes corrections as necessary. Reports Monitoring Compliance updates monthly to the Federal Programs Director. Ensures program compliance with all applicable district policies and procedures, state and federal laws and regulations, and standards of quality and safety; interprets policies, procedures, laws and regulations for staff as necessary. Establishes procedures for collecting appropriate data and sets up records to assure compliance with all regulations, including periodic reports. Monitors program effectiveness and efficiency and makes recommendations for improvements as necessary to enhance services, achieve goals and ensure compliance. Serves as a resource and provides technical assistance to schools. Reads, interprets, and applies complex policies and laws governing federal programs. Assists staff with the day-to-day operations of the program. Develops, updates, and tracks task completion at all sites continuously. Manages PAR and semiannual form creation, distribution, collection, and verification for all federally-funded employees. Assist the Grants Manager in monitoring program requirements. Maintains records of equipment sent to schools paid for by federal funds under the supervision of the Federal Programs Director.
Must be able to: Prepare, read, and comprehend a variety of job-related forms, reports, spreadsheets, maps, plans, records, documentation, and correspondence Understand and conform to all rules of punctuation, grammar, diction, and style Speak to individuals or groups of people with poise, voice control, and confidence Respond adequately to inquiries or complaints Write using standard conventions in all languages required by the job Apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions Apply common sense understanding to carry out instructions furnished in written, oral, or diagrammatic form Use/interpret job-related terminology, mathematical formulas, and functions effectively and efficiently Deal with people beyond giving and receiving instructions Perform under stress, deal with persons acting under stress, and adapt when confronted with emergency situations Be sensitive to cultural differences among individuals and groups of persons Operate/use a variety of automated office machines and other office equipment Operate/use a variety of communication machines/equipment/devices Operate/use a variety of job-specific machines/equipment