(26-27) Administrative Assistant to the Chief Financial Officer

Job Description - Administrative Assistant - Business Services

Primary Function: Under the direction of the Assistant Superintendent, organizes the daily operations of the business office, provides clerical support and customer service.

Responsibilities/Duties:

Records, Reports and Correspondence Prepares correspondence, forms, manuals, schedules, contracts and reports Establishes and maintains record keeping/filing system Ensures manuals, policies, processes, and procedures remain current Assists with preparing various federal, state and local reports Assists with preparing board agenda items and action sheets Assists with preparing and distributing budget presentations

Accounting Performs routine bookkeeping tasks Assists with monitoring the department budget Prepares purchase orders, reimbursements and pays invoices

File Management Maintains accurate department files, including updating changes Monitors access to records and maintains proper security and confidentiality Manages the records storage and destruction process following records retention requirements Creates, maintains and updates files for accounts payable and payroll areas

Office Operations Assists with Accounts Payable and Payroll duties during busy times Greets visitors, answers phone calls and takes messages Provides coverage for district receptionist as needed Responds to routine inquiries and refers non-routine inquiries to appropriate staff Receives and routes mail and all other shipments Schedules and maintains appointments Assists with setup and clean-up of interviews, meetings, trainings, and other events Completes paperwork and make s arrangements for workshops , conferences, trainings, and travel needs Works closely with other departments and school sites Monitors inventories and prepares supply orders for supplies and materials Submits work orders Maintains confidentiality of all information Photocopies, scans, and faxes documents Serves as district election official

Other Demonstrates behavior that is professional, ethical and responsible Serves as a role model for all district staff Participates in approved professional development opportunities Performs other duties as assigned

Knowledge and Abilities: Knowledge of: Oral and written communication skills Interpersonal skills using tact, patience and courtesy Methods of collecting and organizing data and information Operation of a computer and assigned software District and department policies and procedures Relevant federal and state laws and requirements

Ability to: Work independently with little direction Communicate effectively both orally and in writing Establish and maintain cooperative and effective working relationships with others Maintain regular and consistent attendance Develop, plan and organize daily operations Analyze situations accurately and adopt an effective course of action Meet schedules and time lines Plan and organize work

Education/Licenses/Experience: High School diploma or equivalent. One year of experience in a school district office; business related field experience preferred.

Working Conditions:

Mental Demands: Self-motivated, perform tasks with little or no supervision; work with frequent interruptions; able to manage multiple complex projects concurrently; maintain emotional control under stress; ability to communicate effectively (verbal and written); coordinate district support functions.

Physical Demands/Environmental Factors: Lifting/carrying - 15-44 pounds; frequent sitting, standing, walking, climbing, stooping/crouching/kneeling, pulling/pushing, reaching; repetitive hand motions; prolonged use of computer; speaking clearly; occasional district -wide, state -wide travel; work occasional irregular hours and prolonged hours.

Calendar and Salary Range: 225 work days. See current hiring pay grade on the Clerical-Paraprofessional Compensation Plan.

Revised: June 20, 2022

The foregoing statements describe the general function and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Employee Signature Date