Administrative Assistant to Assistant Superintendent Finance

Position Purpose

The Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time‑sensitive material. The Administrative Assistant is responsible for day‑to‑day activities, providing a variety of confidential administrative and secretarial support to the Assistant Superintendent for Finance and Business Department;

establishing and maintaining department records; coordinating assigned projects; and compiling and distributing a wide variety of materials and reports.

• Fee Waivers
  • Prepare application form and process upon receipt from parent
  • Notify applicants of determination, process refund if necessary and input status in SIS system
• Meal Program
  • Prepare application form, email form to parents and process upon receipt from parent
  • Notify applicants of determination and input status in SIS system
  • File sponsor and site application at the beginning of the year
  • File sponsor and site monthly claims
  • File CEP application yearly
• Monthly Board Meetings
  • Prepare all agenda items for Assistant Superintendent for Finance
  • Serve as backup for Board Secretary
• Workmen's Compensation
  • Upon receipt of injury, determine if a claim needs to be filed, file claim with agency and follow up with any possible corrective action
  • Communicate with the employee, Payroll and Human Resources
  • Monitor claim for any further action
• Student Injury
  • Upon receipt of injury, determine if a claim needs to be filed, send claim information to parent and follow up with any possible corrective action
• Building Security
  • Maintain employee security cards based on established guidelines
• Banking
  • Transfer funds and investments for payment of payroll, board bills, and manual checks
  • Issue stop payments
• Bids, Request for Proposals (RFP) and Contracts
  • Assist Assistant Superintendent for Finance and Director of Buildings and Grounds with the preparation of bid and RFPs
  • Maintain and monitor a centralized list of bids, RFPs and contracts
  • Responsible for tracking bids, RFPs, and contracts to identify when renewal is necessary
• Yearly Reports
  • State of Economic Interest
  • Annual Statement of Affairs
  • Legal notices for all Business Office items
• Audit
  • Compile audit documentation for auditors, and assist auditors during the annual audit
• Buildings and Grounds
  • Work with and assist the Director of Buildings and Grounds with building security, communications, and notifications necessary for the maintenance staff
• Procedures
  • Assist in tracking, maintaining and updating Administrative Procedures
• All other duties as assigned by the Assistant Superintendent for Finance/CSBO.

• Respond to inquiries from a variety of internal and external parties to provide information, facilitate communication and/or provide direction.
• Coordinate assigned projects and/or program components to complete activities and/or deliver services in a timely fashion.
• Maintain all necessary files in an orderly and documented fashion so others can access them easily.
• Prepare all written materials and electronic information related to duties above for documenting activities, providing reference, conveying information and complying with established financial, legal and/or administrative requirements.
• Participate in staff meetings, in‑service training and workshops to gather information to perform job functions and share knowledge.
• Perform all other related duties as assigned to ensure the efficient and effective functions of the work unit.
• Maintain technical knowledge by attending educational workshops, reviewing publications and keeping up‑to‑date on recent legislative changes.
• Participate in professional organizations to share knowledge and best practices.

• Perform multiple, non‑technical tasks with a potential need to upgrade skills to meet changing job conditions.
• Specific skill‑based competencies required include operating standard office equipment; using pertinent software applications; and preparing and maintaining accurate records.
• Perform basic math,…