Executive Assistant - Assistant Superintendent of Finance & Assistant Superintendent of Operations

Work under minimum supervision to provide advanced clerical services to the cabinet-level administrator assigned. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Education/Certification:

• High school diploma or GED

Special Knowledge/

Skills:

• Knowledge of school district organization, operations, administrative policies, and governmental accounting.
• Ability to read and comprehend instructions, correspondence, and memos.
• Ability to make independent decisions regarding planning, organizing, and scheduling.
• Excellent attention to details, organizational skills, and strong interpersonal communication skills.
• Proficiency in accounting software, Microsoft Office Suite (Excel, Word), and other relevant software.
• Ability to multi-task numerous complex administrative activities.

Experience:

• 3 years or more advanced administrative assistant experience.
• 3 - 5 years accounting experience preferred.

1. Prepare correspondence, forms, manuals, reports, presentations, and other documents for the administrator assigned.

2. Schedule appointments and maintain the administrator’s calendar. 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.

3. Set up meetings and trainings including reserving the venue, arranging for refreshments and catering and preparing materials and documents, as needed.

4. Make travel arrangements including hotel reservations and conference registration.

5. Maintain shadow budget and reconcile department budget monthly to ensure accuracy in posting.

6. Prepare requisitions, request for payments, and travel vouchers, remote deposits, and match cash receipts.

7. Order and maintain office supplies.

8. Process facility rental requests for the district.

9. Serve as admin building contact for custodial, maintenance work orders, copier, and building keys. Process building mail daily.

10. Compile pertinent data used to prepare various required state and local reports.

11. Responsible for records retention for department.

12. Comply with policies established by federal and state laws and regulations, and local board policy.

13. Maintain working knowledge of district and its policies.

14. Maintain confidentiality.

15. Follow district safety protocols and emergency procedures.

1. Models a Commitment to Excellence by embracing a shared vision for the campus, utilizing innovative approaches to that align to the school vision, and influences others to achieve campus and district goals.

2. Has the ability to Connect with All by building trust among peers, collaborates in a way that values varying perspectives, and communicates clearly with campus peers and administrators.

3. Seeks opportunities to Invest in Growth by pursuing opportunities to learn, empowers teammates to grow and develop, and embraces reflective practices to encourage growth toward goal attainment.

None

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