Secretary​/Assistant Superintendent of Operations and Finance

Secretary/Assistant Superintendent of Operations and Finance

Organize and manage the routine work activities of the designated Assistant Superintendent and CFO.

• Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
• Compile, maintain, and file all reports, records, and other documents as required.
• Update handbooks, policy manuals, and other documents as assigned.
• Maintain physical and computerized files, including mailing lists, records, visitor logs, and office communications.
• Prepare materials for Board of Trustees meetings.
• Perform routine bookkeeping tasks and maintain department budget records.
• Prepare and process department purchase orders and payment authorizations.
• Disperse and monitor multiple budgets and ensure receipt of those funds to departments/campuses.
• Prepare invoices and post accounts receivable.
• Coordinate the collection of information required for the renewal of the district’s insurance policies.
• Order and maintain inventory of office supplies and program equipment.
• Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
• Maintain a schedule of appointments and make travel arrangements for department staff.
• Make meeting arrangements for department activities including preparing materials, scheduling, catering, facility and equipment set up/take down.
• Receive, sort, and distribute mail and other documents to department staff.
• Assist staff, parents, and community as needed.
• Maintain confidentiality of information.
• Perform other duties as assigned.

• Three or more years secretarial experience

Education/Certification:

• High school diploma or GED

Special Knowledge/

Skills:

• Proficient skills in keyboarding, data entry, word processing, and file maintenance
• Ability to use personal computer and software to develop spreadsheets, databases, presentation programs and word processing documents
• Ability to assist in the creation, refining, editing, and final production of executive level presentations to be delivered to staff, Board of Trustees, and the community
• Ability to prioritize workflow to address the multiple needs of the supervisor or the department
• Ability to multi-task numerous complex administrative activities simultaneously involving both Operations and Finance
• Effective organizational, communication, and interpersonal skills
• Basic math skills

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals
• 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 district wide travel
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress

PAY GRADE: AS-7 - Minimum hourly rate - $24.50