Executive Administrative Assistant to Director of Business Administration

Job Description

This position will organize, prioritize, and coordinate all activities, projects, and daily workflow of the Business Administrator’s office by providing administrative support. The office assistant also serves as the secretary to the Board, responsible for keeping a correct and proper record of all proceedings of the Board and maintaining accounts as required by the School Code.

• Organize data relative to the office function of the Business Administrator.
• Function as liaison among the administrative, supervisory, and support staffs and the Business Administrator.
• Communicate efficiently and effectively via telephone, correspondence, and follow‑up.
• Process communications necessary for the operation of the Business Administrator’s office in a timely manner.
• Provide secretarial support in all ways needed by the Business Administrator.
• Schedule group and individual appointments.
• Prepare routine and advanced correspondence, including letters, reports, contracts, policies, and board‑related materials.
• Process invoices for purchase orders submitted to the Business Office for payment.
• Process registrations for conferences, seminars, and workshops, and make travel arrangements for staff and board members as required.
• Maintain subscriptions and process invoices for the business office.
• Maintain filing for the business office.
• Order and maintain inventory of supplies for the central business office.
• Maintain liaison between the public and the school district.

• Perform all other duties as assigned by the Business Manager.
• Prepare memos, letters, reports, agendas, schedules, records, and minutes as required.
• Answer telephones; respond to questions and forward calls as needed.
• Duplicate and distribute materials as needed.
• Meet and screen visitors for the Director of Business Administration, Assistant of Business Administration, and Accounting department.
• Receive, screen, and reroute mail for the Business Office.
• Place copier service calls when required.
• Create check requests for the Business Office as required.
• Send electronic correspondence to staff, Board members, and schools.
• Other duties as assigned by the Director of Business Administration.
• Gather items for monthly board & committee meetings.
• Maintain official minute books for auditing purposes.
• Develop the Finance agenda with the Business Manager.
• Collect and assemble materials for duplication and distribution at school board and committee meetings.
• Advertise and post legal notices in newspapers and the district website regarding regular and special school board meetings, cancellations, bid invitations, and other related information as required.
• Prepare and send public & legal notices, bid invitations, and meeting notices for immediate release to local and non‑local newspaper agencies.
• Prepare school board agendas, minutes, web postings, and related materials for school board directors and administrators.
• Obtain board‑approved contract signatures from the board president and secretary.
• Maintain an index of board agencies, minutes, and related correspondence on the shared hard drive.

• Experience with accounting/finance.
• Must type at least 50 WPM.
• Proficient with Microsoft Office Suite.
• Experience with financial and accounting software.