Federal Program Specialist CO (2026-2027 School Year)

HARRISONBURG CITY PUBLIC SCHOOLS

JOB DESCRIPTION

POSITION SUMMARY:

Under general supervision perform a variety of secretarial duties including keyboarding formatting editing documents filing answering telephones operating office equipment and organizing coordinating and facilitating division activities and communications in support of Directors Coordinators and central office administrators who reports directly to the Superintendent and has responsibility for management of a complex division or function. Relieve the administrator of not only clerical detail but also perform a variety of administrative tasks independently related to the functions and services of the office. The Federal Program Specialist also manages the bookkeeping and supports the application process for Title I II III and IV programs operations and other state grants including entering required data into the Online Management of Education Grant Awards (OMEGA) system through the Virginia Department of Educations Single Sign-On Web Systems (SSWS).

QUALIFICATIONS:

1. Three years of secretarial experience including one year in a lead capacity of a school or department support staff.
2. Graduation from high school or equivalent. College coursework or training certificates in accounting business or public administration or from a field closely related to the knowledge and abilities requirements from an institution of higher learning accredited by a regional accrediting organization recognized by the Council of Higher Education or a recognized training agency are preferred.
3. Read write and speak English fluently and effectively
4. Inform others about policies procedures and rules related to an assigned program or office. Make arithmetic calculations with speed and accuracy
5. Self-manage multiple tasks to meet schedules and timelines
6. Maintain focus and thoroughness in the performance of duties
7. Develop train and provide work direction to others
8. Establish and maintain cooperative and effective working relationships with others
9. Effectively demonstrates the ability to perform the essential functions.
10. Experience working directly with individuals and families from diverse racial ethnic and socioeconomic backgrounds.
11. Familiarity with equity and inclusion frameworks. Models non-discriminatory practices in all activities. Respects the worth dignity and individual differences of others.
12. Excellent written and verbal communication skills and the ability to present to diverse audiences to foster professional relationships and express and/or exchange ideas.
13. Excellent interpersonal skills.
14. Proficiency in the use of a variety of office/instructional equipment and technology with experience using Microsoft Office Google Workspace and email.
15. Demonstrated leadership qualities and personal characteristics necessary for working effectively with students teachers administrators and the community.

ESSENTIAL FUNCTIONS:

1. Types edits proofreads and formats from rough copy a variety of documents including reports memos letters correspondence emails and federal program applications for approval by the School Board and Superintendent within deadlines.
2. Upon approval by the School Board and Superintendent submit all federal applications to VDOE via OMEGA. Then monitors the approval process of each application through OMEGA.
3. Submits amendments as necessary throughout the grant period through OMEGA. This includes revision of grant applications and object code transfers through OMEGA.
4. Processes purchase orders that are compliant with approved grant expenditures after approval by the grant coordinator.
5. Submit monthly reimbursement requests through OMEGA for each federal grant by pulling required documentation monthly and maintaining that documentation for audit purposes.
6. Monitors fiscal deadlines and grant balances and communicates with the grant coordinator regarding necessary timelines.
7. Collaborates with the finance department regarding financial processes.
8. Monitors program deadlines for compliance with federal program regulations
9. Attend the Federal Coordinators Technical Assistance Academy.
10. Responds to routine items and composes correspondence and emails independently or from brief oral and written instructions
11. Compiles and assembles data for inclusion in narrative and statistical reports
12. Maintains office budget financial records and contracts and tabulations related to payroll and the budget and inventory of office capital equipment and furniture
13. Records and reports time and attendance of office staff
14. Prepares reviews and processes a variety of business transactional forms including requisitions mileage absence claims purchase orders travel authorizations and others
15. Monitors and maintains office supplies and equipment maintenance schedules and service agreements
16. Maintains and updates a variety of records files organizational charts logs and tabulations containing sensitive and confidential information related to assigned program or division personnel
17. Tracks personnel performance reviews and required training
18. Maintains and updates office website contents
19. Maintains the administrators calendar scheduling appointments meetings and travel arrangements
20. Schedules and coordinates meetings prepares agendas and PowerPoint presentations distributes meeting and related materials and takes meeting minutes
21. May take and transcribe dictation as assigned
22. Answers telephones and receives office visitors
23. Receives screens and routes mail
24. May provide work direction to other lower level staff as appropriate
25. Takes all industry standard precautions to protect students staff equipment materials and facilities.
26. Maintains appropriate state licensure; assumes responsibility for and participates in staff development (professional growth) and training to keep materials supplies and skills up-to-date.
27. Follows appropriate safety procedures and properly maintains equipment.
28. Actively participates in and attends all required meetings.
29. Maintains confidentiality when appropriate.
30. Complies with and supports school division policies regulations procedures and the HCPS Strategic Plan.
31. Effectively performs other duties as assigned by the immediate supervisor.

PHYSICAL DEMANDS / WORK ENVIRONMENT:

Light work lifting up to 25 pounds occasionally and/or up to 10 pounds frequently. Regular travel throughout the school and effectively interact with students staff and the school community. Regular contact with staff members is required. Not substantially exposed to adverse environmental conditions.

EVALUATION:

Performance will be evaluated in accordance with school board policy and administrative regulations on the evaluation of administrative or licensed personnel.

The above is intended to describe the essential functions of and requirements for the performance of this position. It is not to be construed as an exhaustive statement of the duties responsibilities and requirements of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and meet the demands of this position.

Required Experience:

IC