ROLE AND PURPOSE:
The Administrative Assistant provides high-level administrative support to the Chief Financial Officer (CFO) and the Assistant Superintendent of Financial Services. This role is responsible for managing schedules, handling confidential information, coordinating meetings, preparing reports, and ensuring efficient office operations. The ideal candidate is detail-oriented, highly organized, and capable of handling multiple priorities in a fast-paced environment.
Education/Certification:
- High School Diploma or equivalent. Associate's or Bachelor's Degree in Business Administration, Finance, or a related field preferred
Experience:
- Minimum of 3-5 years of secretarial experience, preferably in executive support roles or 1-2 years of administrative experience in a governmental or financial setting
- Proficient in all areas of general office skills to include productivity software with experience in financial processes such as budgeting, reporting, and enterprise resource planning (ERP) systems
- Knowledge or ability to learn school district organization, operations, policies, and procedures
- Strong written and verbal communication skills with the ability to make independent decisions regarding planning, organizing, and scheduling
- Excellent public relations, organization, communication, and interpersonal skills
- Knowledge of basic accounting procedures preferred
I. ADMINISTRATIVE SUPPORT:
- Manage calendars, schedule meetings, and coordinate appointments for the CFO and Assistant Superintendent of Financial Services, including assisting with the preparation of agendas, taking minutes, and following up on action items
- Prepare, proofread, and edit correspondence, reports, presentations, and other documents.
- Prepare and assist with the development of agenda items for School Board meetings and weekly bulletin updates
- Coordinate all travel arrangements, replenishment of office supplies, and submission of any other purchase orders and expenditure reporting as needed in accordance with district procedures. Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (cabinet-level administrator) or other administrators
- Comply with policies established by federal and state laws and regulations, and local board policy
- Maintain organized filing systems and handle confidential and sensitive information with both professionalism and discretion.
- Assists with any other duties as assigned
II. FINANCIAL AND DATA SUPPORT:
- Liaise with internal departments and external stakeholders on financial matters
- Assists in gathering and organizing financial data, reports, and presentations as needed
- Provides analytical support with the compilation of financial documentation
- Support special projects and initiatives led by the CFO and Assistant Superintendent of Financial Services
- Standard office equipment to include, but not limited to, personal computer, printer, fax machine, copier, scanner, and calculator
- Microsoft Office applications (Word, Outlook, Excel, PowerPoint, OneDrive, etc.)
- Google Suite applications (Docs, Gmail, Sheets, Slides, Drive, etc.)
- Boardbook, ERP systems, and financial software
MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS:
- Tools/Equipment Used: Standard office equipment, including computer and peripherals; standard instructional equipment
- Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
- Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching
- Lifting: Occasional light lifting and carrying (less than 15 pounds)
- Environment: May work prolonged or irregular hours; occasional districtwide travel
- Mental Demands: Work with frequent interruptions; maintain emotional control under stress
Duty Days 243
Pay Grade Admin Support 7
