Business Office: Executive Assistant to Chief Financial Officer

BASIC FUNCTION:

Perform a variety of highly responsible and confidential secretarial and administrative assistant duties to relieve Chief Financial Officer of a variety of administrative details; plan, coordinate and organize District and office activities and clerical functions, and coordinate communications, correspondence, public relations and information for the administrator; train and provide work direction and guidance to assigned personnel.

QUALIFICATIONS:

Any combination equivalent to: graduation from high school supplemented by college-level course work in business, secretarial science or related field and five years of increasingly responsible secretarial or administrative assistant experience. Incumbents must have the ability to work well with all levels of management, staff and other District officials. The employee must have strong office, computer and oral and written communication skills to work on multiple projects while being interrupted frequently to meet the needs and requests of the Chief Financial Officer and other Cabinet members. Incumbents must have excellent organizational, time and stress management skills. He or she must possess knowledge of the technical aspects, methods, processes, principles, practices, procedures and terminology used in assigned office.

ESSENTIAL FUNCTIONS:

1. Perform a variety of highly responsible and confidential secretarial and administrative assistant duties to relieve the Chief Financial Officer of a variety of administrative details; receive, screen and route telephone calls and emails; manage multiple projects at the same time; plan, coordinate and organize office activities; oversee and participate in clerical functions; greet and assist visitors; refer callers or visitors to appropriate audiences; take and relay messages; schedule, coordinate, arrange, prepare for and distribute information concerning appointments, conferences, meetings, special events and other activities.

2. Coordinate office communications, public relations and information; interpret and provide detailed and technical information to administrators, staff, parents, schools, outside agencies and others regarding office functions and division operations, activities, schedules, events and related laws, standards, regulations, policies and procedures; prepare and assemble a variety of packets and administrative information as needed.

3. Receive, sort and route incoming correspondence; review and determine priority of incoming mail and email; respond to requests, complaints and questions from officials, staff and the public, representing the administrator by phone and written communication; exercise independent judgment in resolving a variety of issues, complaints and problems; refer difficult issues to the Chief Financial Officer; communicate Chief Financial Officer’s instructions to students, parents and staff; contact others to request documents as needed.

4. Review, analyze and audit extracurricular financial and statistical statements, records and reports from school principals and treasurers to assure accuracy, completeness and compliance with established guidelines, procedures and Generally Accepted Accounting Principles.

5. Prepare and maintain a variety of detailed and complex lists, records and reports related to meetings, personnel, budgets, projects, programs, services, financial activity and assigned duties.

6. Prepare outgoing mail, email and materials for distribution; compose correspondence independently on a variety of matters including those of a confidential nature; compile and type external and inter-office communications, forms, letters, memoranda,bulletins,agenda items, lists, schedules, fliers, notices, requests, agreements, contracts and other materials; format, edit, proofread and revise materials.

7. Research, compile, verify and evaluate a variety of data and information; compute statistical information for various reports; prepare, process and evaluate a variety of forms, applications and paperwork; duplicate, assemble, distribute, collect, verify and assure accuracy and completeness of various documents; prepare and revise accounting and budgetary data.

8. Coordinate, schedule and attend various meetings; compile, prepare, revise and edit related notices, agenda items, and supporting documents for administrative meetings; prepare and send out notices of meetings and other events; collect, compile and evaluate information for meetings; take, transcribe and distribute minutes.

9. Input and update a variety of data in an assigned computer system; establish and maintain various automated records and files; initiate queries, manipulate and format data, develop spreadsheets and generate a variety of computerized lists and reports; assure accuracy of input and output data; perform a variety of clerical accounting duties; balance, monitor and update accounts and budgets with income and expenditures; detect accounting errors and make corrections.

10.Maintain access to documents, information and discussions relating to collective bargaining activities; prepare information used in collective bargaining strategies; prepare minutes for collective bargaining team as assigned; maintain confidentiality regarding issues related to negotiations and collective bargaining matters.

11. Coordinate travel and conference arrangements and reservations for the Chief Financial Officer and his/her direct reports; maintain and coordinate the administrator’s calendar; coordinate, arrange, reserve and set up facilities, services, supplies and equipment for various meetings as needed; notify appropriate individuals of meetings, appointments, events and related information.

12.Coordinate and schedule all travel (air and car) for district by determining travel preferences and working with corporate travel agent to come up with best options and price.

13.Monitor inventory levels of office and designated supplies and equipment; order, receive and maintain appropriate levels of inventory; prepare and process purchase orders, invoices and requisitions and arrange for payments as required.

Board of School Trustees/Executive/Work Session meetings as assigned. Serve as a liaison between the Chief Financial Officer, subordinates or others by transmitting directives, instructions, assignments and following up on the status of assignments; be a key contact person with regard to crisis/safety issues.

15.Perform special projects and prepare various forms and reports on behalf of the Chief Financial Officer; perform related duties as assigned by Administrator to meet the particular needs of the department.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to speak and hear. The employee is required to have dexterity of hands and fingers. The employee is required to sit or stand for extended periods of time. They may be occasionally required to bend at the waist, kneel or crouch. Specific vision abilities required by this job include close vision, and ability to adjust focus. While performing the duties of this job the incumbent is seated or walking at will and must be able to push, pull, lift and carry up to 25 pounds.