Executive Assistant to the Business Administrator/CFO

JOB DESCRIPTION:

Job Summary: The Executive Assistant to the Director is responsible for performing a variety of duties designed to support the Director as well as the needs of the Department. The Executive Assistant performs various confidential high level administrative and technical duties related to a variety of departmental functions and fosters a positive image of the department and Bucks IU. This position regularly handles sensitive information, which requires exercising sound judgement in safeguarding the confidentiality of this information.

Essential Functions:

1. Confidential Employee:

• Maintain a thorough knowledge of the organization and act as an extension of the Director.

• Handle all inquiries and requests for the Director, assessing their urgency, confidential nature, and importance; and respond to requests not requiring the attention of the Director.

• Compile and maintain the security of confidential information; exercise judgement and understanding in recognizing potentially sensitive or confidential subjects such as employee performance evaluations, negotiations, employee related items (if applicable).

• Works independently in the absence of the Director to assure the continuity of the work to meet deadlines.

2. Calendar/Schedule Management:

• Assist with the management of the Director’s calendar, plan and schedule meetings; make travel arrangements, including conference registration and hotel reservations, when necessary. Assist with the planning and preparation of all meetings and events facilitated/chaired by the Director, including the reservation and preparation of rooms, ensuring nameplates are available, preparing agendas and meeting documents, and ordering and overseeing catering arrangements. Responsible for payments of invoices in accordance with IU purchasing and payment procedures

• Creates, revises, or cancels meetings, reoccurring or annual events, as well as outside events and ensures calendars are current and accurate, ensuring proper booking of conference rooms and any other needs for each.

• Maintains the ‘submission to attend request’ tasks prepared via the ‘My Learning Plan’ site. Approval to attend such meetings requires a total estimated calculation of the expected cost of attendance, lodging when necessary, food and travel costs. After attending such an event, the Executive Assistant is then responsible to provide the information with exact numbers and appropriate back-up documentation to be submitted for reimbursement.

3. Communication:

• Coordinate, organize, compile, and communicate information relevant to internal and external meetings, including but not limited to, email, voicemail and written correspondence with the Director’s network of colleagues, Bucks IU employees, educational institutions, community agencies, Pennsylvania Department of Education, Board of Directors, state and federal agencies, school districts, various stakeholders, superintendents (if applicable), district administrators, administrative staff and all other staff or outside participants.

• Prepare correspondence, compose letters, reports, such as board mini-reports, ad-hoc special reports, departmental program intelligence reports, superintendent research briefs, etc. Provide support in proofing documents, sharing drafts of documents for revisions, duplicate and distribute materials as necessary.

• Coordinates, organizes, compiles, and communicates information relevant to meetings with district administrators and administrative staff. These duties include drafting agendas for the Director based on ongoing communications with council members and minutes from the following meetings: weekly staff meetings, Advisory Council meetings and any other departmental meeting that requires communication.

• Maintain department’s SharePoint site, updates all documents, and shared information.

4. Record Maintenance:

• Sorts, files, and retrieves materials, correspondence, records, reports and other items and purges such files as needed. Maintains files and records pertinent to the Director to ensure availability and confidentiality of material on file.

• Maintain department database records and data entry including upkeep of accurate information (if applicable).

5. Standard Operating Procedures (SOP):

• Assists in the SOP creation/management for the Division, including ensuring that SOPs are up-to-date and distributed appropriately.

• Oversees maintenance of division SOP’s including updates, storage, and distribution of all written documents.

Division Specific Functions:

• Understand the overall objectives of the organization and assist the Business Administrator/CFO with the coordination, development and delivery of programs and services in support of these objectives.

• Assist the Business Administrator/CFO with the billing, reconciliation and collection activities relative to Intermediate Unit programs and services.

• Assist in the preparation, review, monitoring and/or maintenance of leases, contracts, or agreements to ensure compliance of applicable rules and regulations (such as obtaining Certificates of Insurance, etc.). This requires knowledge of and regular use of the centralized contract management system and the contract approval process.

• Develop and maintain files on all correspondence of the Intermediate Unit regarding financial matters, including, but not limited to, required state and federal reports, contracts, leases, insurance and billing.

• Support the Bucks IU’s Workplace Safety Committee

• Assist the Business Administrator/CFO with maintaining policies and information on all Intermediate Unit property, liability and automobile (PLA) insurance programs. Process all claims related to these policies.

• Prepare board motions for the monthly board agenda.

• Complete check deposit, as needed.

• Provide administrative support for the Payroll Department as well as for the Business Office in general.

• Assist the Business Administrator/CFO with facilitating the Fair Share process with our districts, including, but not limited to, preparing confirmations, preliminary spreadsheet calculations, and submitting invoices for payment.

• Process invoices for the Business Office utilizing the centralized financial software system.

• Assist the Business Administrator/CFO with outstanding invoice collection efforts maintaining documentation of correspondence, obtaining invoice support documents, etc.

• Prepare purchase requisitions for the Business Office following all Bucks IU purchasing procedures and policies. This includes, but is not limited to, supply purchases, encumbrances, membership/subscription renewals and reimbursements. This also includes processing invoices received against purchase orders and/or processing request for payments.

• Develop and maintain a cooperative working environment by showing independence and initiative in the handling of daily activities.

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities may change at any time with or without notice.

Supervisory Responsibility: This job has no supervisory responsibilities.

• Level of Degree:

• High school diploma with emphasis on business/commercial courses or business school and computer courses, plus additional formal training in secretarial/clerical skills.

• Three (3) years of equivalent experience.

• Knowledge, Skills and Abilities:

• Excellent shorthand, dictation, transcription, keyboarding, computer, human relations, oral and written communication, grammar, punctuation, spelling, letter writing, and organizational skills.

• Ability to organize processes contributing to office efficiency and inter-office cooperation.

• Knowledge of and superior skills in the use of personal computer with an emphasis on spread sheets and word processing applications.

• Ability to work independently or in groups to complete assigned tasks.

Work Authorization/Security Clearance (if applicable): Citizenship or work authorization to work in the United States required.

EEO/AA/VEVRAA Employer: The Bucks IU is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Bucks IU does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws.