Administrative Secretary and Grants Bookkeeper

Administrative Secretary and Grants Bookkeeper

Location:

Henry County Public Schools District Administration Building - Martinsville, Virginia.

Classification

Title:

Administrative Secretary & Grants Bookkeeper

Pay Grade: Classified Salary Scale (C6)

FLSA Status: Non-Exempt

Supervisor: Director of Secondary Instruction

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.

• 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.

• 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.

• 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.

The job requires sedentary to light work, with occasional exertion of up to 30 pounds, frequent exertion of up to 20 pounds, and light lifting up to 10 pounds. Duties include standing, sitting, walking, and using hands for fine manipulations. Bending, squatting, crawling, climbing, and reaching are required. Detailed physical abilities include reaching, pushing or pulling, grasping, handling, feeling, manual dexterity, and repetitive motion.

• At least 5 years of relevant experience preferred.
• High School/Trade School degree preferred.
• Citizenship, residency or work visa required.