Administrative Assistant to Assistant Superintendent Finance

Position: Administrative Assistant to the Assistant Superintendent for 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
• Communicates with the employee, Payroll and Human Resources
• Monitor claim for any further action
• 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
• Bids, Request for Proposals (RFP) and Contracts
• Assists Assistant Superintendent for Finance and Director of Buildings and Grounds with the preparation of bid and RFP's
• Maintain and monitor a centralized list of bids, RFP's and contracts
• Responsible for tracking bids, RFP's, 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
• Compiles audit documentation for auditors, and assists 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.

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.

Essential Duties

• 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…