Group 5 (FT 12M) Federal Office Clerk

About the role

To perform all clerical functions for the Department of Federal Programs and Grants.

Essential Functions

• Prepares Title 1, Title 2, Title 3, Title 4, Ready To Learn, Comprehensive School Improvement, and other Federal, State or local grants budgets, accounts, maintains and monitors all budget activities/expenditures.
• Prepare and record purchase requisitions for all purchases made with all grant funds.
• Logs all purchase orders and records check numbers and dates of payment for all purchases made with grant funds.
• Prepare, log and process payroll timesheets for all grant funded activities.
• Maintains payroll and purchasing records necessary as back-up for all expenditures funded through grants.
• Creates and maintains excel spreadsheets for all grant programs and distributes the monthly expenditure reports to appropriate parties.
• Maintains an up-to-date listing of all Federally funded employees with regard to name, work location, salary, benefits and budget code.
• Corresponds regularly via email or telephone with school administrators and other district staff.
• Research and compile all information required to complete the Title 1 Comparability Report and Detailed School Data Sheet.
• Prepares and completes Quarterly Reconciliation of Cash on Hand Reports for Federal awarded grants.
• Compiles reports and all information necessary to complete the Final Expenditure Reports for all Federal grants.
• Maintains allocation of funds to ensure that the correct percentage of allocation is being used according to federal guidelines.
• Performs any other duties within the bargaining unit as assigned by the Superintendent or his/her designee; subject to reclassification where necessary.

Qualification Requirements

• High School Graduate, proficiency in word processing, ability to do spreadsheets, forms and tables.
• PC, Microsoft Office and Google applications, including Excel and Word; Type minimum 55 wpm.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Specialized Knowledge

• Proficiency in word processing, ability to do spreadsheets, forms and tables.
• PC, Microsoft Office and Google applications, including Excel and Word.
• Type minimum 55 wpm.

Other Skills and Abilities

• Able to communicate clearly and distinctly.
• Able to communicate clearly and concisely, both orally and in writing to all levels of the District and community.
• Able to complete assigned tasks with minimal supervision.
• Able to organize office settings to efficiently accomplish tasks.
• Able to work under supervision and make appropriate work-related decisions.
• Able to exercise good judgment in prioritizing tasks.
• Able to perform duties that entail handling sensitive information with awareness of all District requirements and Board of Education policies and state and federal laws.

Physical Demands

• Sit and talk or hear and operate a computer.
• Reach with hands and continuously repeat the same hand, arm or finger motion many times as in keyboard use/data entry.
• Stand; walk; bend, twist and stoop.
• Lift and move up to 15 pounds, such as computerized reports.
• Close vision and depth perception.

Work Environment

• The noise level in the work environment is usually moderate.
• The employee is regularly required to sit and talk or hear and operate a computer.
• The employee is occasionally required to reach with hands and continuously repeat the same hand, arm or finger motion many times as in keyboard use/data entry.
• The employee is occasionally required to stand; walk; bend, twist and stoop.
• The employee must occasionally lift and move up to 15 pounds, such as computerized reports.
• Specific vision abilities required by this job include close vision and depth perception.

Terms of Employment

• 12 month non-exempt position.
• Created By: Andrew Ogot Date: 9/2022
• Revised by: W.Crespo Date: 6/2026
• The position holder must be able to perform the essential job functions with or without reasonable accommodation.
• It is the responsibility of the employee to inform the school district administrator designated as immediate supervisor of the position, of any and all reasonable accommodations that will be required.