Executive Administrative Coordinator

2 weeks ago

Colorado Springs, Colorado, United States FHLB Des Moines Full time
Administrative Officer for Financial Operations

Location: EAC (Education and Administration Center)

Role Overview: This position provides essential administrative support to the Deputy Superintendent / Chief Financial Officer, facilitating the efficient operation of the department. Responsibilities encompass a variety of tasks including budget management, committee assistance, strategic planning, and overall departmental supervision.

Key Responsibilities:

  • Ensure consistent attendance and punctuality in the workplace.
  • Execute additional tasks as directed by the Deputy Superintendent.
  • Achieve proficient evaluations based on established performance metrics.
  • Act as a communication bridge between the Superintendent, staff, and community to guarantee timely and accurate information dissemination.
  • Manage incoming calls and greet visitors, providing necessary information and directing inquiries appropriately.
  • Participate in professional development events, including meetings and workshops.
  • Represent the Deputy Superintendent in public communications as required.
  • Prepare, update, and analyze reports relevant to departmental responsibilities.
  • Coordinate travel logistics for the Deputy Superintendent / Chief Financial Officer.
  • Organize and distribute meeting schedules and agendas for departmental meetings.
  • Draft and send official correspondence on behalf of the Deputy Superintendent / Chief Financial Officer.
  • Maintain up-to-date email distribution lists.
  • Oversee financial records for budget accounts and process disbursements as necessary.
  • Keep organized office files for the Deputy Superintendent / Chief Financial Officer.
  • Sort and distribute incoming mail for the Deputy Superintendent / Chief Financial Officer.
  • Order necessary office supplies as required.
  • Fulfill duties as a certified Notary Public.
  • Contribute effectively in crisis response situations.
  • Conduct routine departmental functions and responsibilities.
  • Prepare and process relevant data and reports.
  • Assist district staff in accordance with job-specific duties.
  • Support other administrative staff within the department as needed.
  • Conduct online research as requested.
  • Manage the Deputy Superintendent's schedule with precision.
  • Provide assistance to other administrative personnel as required.
  • Document and distribute notes from leadership meetings to all participants.
  • Respond to inquiries and provide guidance to administration and support staff.
  • Serve as the receptionist for the Deputy Superintendent's office, minimizing interruptions.
  • Act as a resource for the Deputy Superintendent, district staff, and community.
  • Supervise clerical staff within the Deputy Superintendent's office.
  • Update relevant content on internal platforms.

Required Skills and Qualifications:

  • Proficient in utilizing various software systems for data management.
  • Ability to foster effective working relationships with diverse stakeholders.
  • Competent in following both oral and written instructions.
  • Skilled in engaging with the public in a professional manner.
  • Maintain confidentiality in all matters.
  • Ability to prioritize tasks effectively in a dynamic environment.
  • Proficient in operating standard office equipment.
  • Capable of preparing routine correspondence.
  • Flexibility to work extended hours as needed.
  • Advanced knowledge of relevant technology and software.
  • Exhibit qualities of integrity, respect, and responsibility.
  • Detail-oriented with strong organizational skills.
  • Demonstrated ability to collaborate and solve problems effectively.
  • Familiarity with district policies and procedures.
  • Strong communication skills, both written and verbal.

Work Environment:

  • Noise levels may vary from quiet to loud.
  • Frequent interaction with students, the public, and staff is required.
  • Regular adherence to scheduled work hours is expected.
  • Work is primarily conducted in a standard office setting.

Physical and Cognitive Demands:

  • Ability to perform various physical activities such as sitting, standing, and walking.
  • Effective communication skills are essential for interpersonal interactions.
  • Capable of using hands and fingers for equipment operation and writing.
  • Analytical and evaluative skills are necessary for job functions.

Qualifications:

High school diploma or equivalent with professional office experience preferred. Experience in a secretarial role within an educational setting is advantageous.

Compensation and Benefits: Details regarding compensation and benefits eligibility are available in the organization's benefits guide.

Application Process: Interested candidates should submit their applications through the designated portal, ensuring all required documents are included.

About FHLB Des Moines: FHLB Des Moines is committed to providing quality financial services and support to its community.

Our Mission: To empower and support our stakeholders through effective financial solutions.

Our Values: We prioritize integrity, collaboration, and excellence in all our endeavors.

Equal Opportunity Employer: FHLB Des Moines is an equal opportunity employer, committed to diversity and inclusion in the workplace.

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