Executive Assistant to Chief Financial Officer

D ISTRICT

#49

B OARD

A PPROVED

J OB

D ESCRIPTION

E XECUTIVE

A SSISTANT

Job

Title:

Executive

Assistant

Related

Organization

Chart

Initial:

July

8,

2021

Revised:

February

9,

2026

Work

Year:

Full

Year

Office:

Assigned

Office

Department:

Assigned

Department

or

Zone

Reports

To:

Assigned

Executive

FLSA

Status:

Non-Exempt

Pay

Range:

Educational

Support

Personnel

Range

20

POSITION

SUMMARY:

The

Executive

Assistant

(EA)

provides

varied

and

complex

administrative

support

services

for

a

cabinet-level

executive,

organizes

office

activities

and

coordinates

the

flow

of

communications

for

the

executive

and

assigned

departments.

This

position

relieves

the

executive

of

administrative

detail

and

performs

a

variety

of

tasks

relative

to

the

assigned

executive

department

or

zone

of

responsibility.

ESSENTIAL

DUTIES

&

RESPONSIBILITIES

The

following

statements

of

essential

functions

and

responsibilities

are

intended

to

describe

the

general

nature

and

level

of

work

being

performed

by

individuals

assigned

to

this

position.

These

statements

are

not

intended

to

be

an

exhaustive

list

of

all

duties

and

responsibilities

required

of

all

personnel

within

this

position.

Actual

duties

and

responsibilities

may

vary

depending

on

building

assignment

and

other

factors.

Maintains

and

coordinates

the

calendars

and

schedules

for

the

executive,

department

leaders

to

include

arranging

meetings

and

appointments

with

high-level

leaders

and

stakeholders

district-wide.

Schedules

and

maintains

district

meeting

room

calendars

and

arranges

off

site

meetings

as

required.

Maintains

a

system

of

recording

and

summarizing

various

departmental

budgets

and

financial

transactions

including

the

management

of

state

and

federal

funds.

Coordinates

collection

and

preparation

of

budget

expenditures

and

purchase

orders.

Manages

purchase

card

reporting

and

planning

for

the

department.

Orders,

manages

and

organizes

office

supplies

for

the

executive

and

department

personnel.

Tracks

and

enters

attendance

for

executive

and

department

personnel.

Coordinates

correspondence

and

communication

including

telephone

and

email

inquiries,

on

behalf

of

the

executive

and

other

department

leaders.

Provides

information

and/or

direct

the

inquiry

to

the

appropriate

person,

policy

or

procedure,

taking

care

to

de-escalate

situations

when

contacted

by

staff

members

and

parents

with

complex

issues.

To

perform

this

job

successfully,

an

individual

must

be

able

to

perform

each

essential

function

satisfactorily.

Reasonable

accommodations

may

be

made

to

enable

individuals

with

disabilities

to

perform

the

essential

functions.

Coordinates

membership

renewals,

seminar/conference

registration,

travel

arrangements

and

expense

reports

for

executive

and

department

personnel.

Assists

department

leaders

with

the

hiring

and

on-boarding

process.

Implements

a

system

for

general

office

operations

including

answering

phones,

receiving

and

disseminating

mail

and

set-up

and

maintenance

of

office

equipment

for

department

team

members.

Creates,

files,

handles

and

prioritizes

correspondence,

reports,

meeting

minutes,

and

other

documentations.

Creates

and

updates

website

content

using

standard

and

custom

web

authoring

tools.

Reviews,

composes

and

answers

correspondence

and

memoranda.

Compiles,

stores

and

retrieves

management

data

using

a

computer

and

various

software

applications..

Attends

training

to

stay

current

on

district-operated

systems

and

programs.

Attends

department-level

and

district-level

meetings

as

assigned.

Manages

and

supports

special

projects

as

assigned.

Prepares

meeting

agendas

and

materials

to

include

site

reservations

and

set

up.

Researches,

compiles

and

prepares

reports

as

requested

by

the

executive

to

include

the

department

reports

to

the

Board

of

Education

and

Superintendent.

Assists

in

preparation

of

state

and

federal

reports

and

maintains

an

effective

record

keeping

system.

Establishes

and

maintains

effective

communication

and

working

relationships

with

staff,

government

agencies

and

community.

Serves

as

a

liaison

and

ambassador

for

the

department

with

all

stakeholders.

Conducts

research

on

various

topics.

Help

compile

and

analyze

data.

Provides

assistance

and

serves

as

a

liaison

and

advisor

to

other

district

departments

as

required.

Conducts

training

and

internal

presentations

to

audiences

of

peers,

colleagues

and

leaders.

Performs

other

associated

duties

as

assigned.

Supervision

&

Technical

Responsibilities:

This

position

does

not

directly

supervise

other

employees.

Budget

Responsibility:

Manages

a

variety

of

general

fund,

state

and

federal

grant

budgets.

QUALIFICATIONS

The

requirements

listed

below

are

representative

of

the

education,

experience,

knowledge,

skills,

and/or

abilities

required

for

this

position:

Education

&

Training:

High

school

diploma

or

equivalent.

Experience:

Minimum

of

four

years

of

experience

in

administrative

or

office

work.

Knowledge

Skills

&

Abilities:

Excellent

oral

and

written

communication

and

interpersonal

relation

skills

Knowledge

of

accounting/bookkeeping

principles

Knowledge

of

building

maintenance,

materials,

hardware

and

equipment

Demonstrate

strong

project

management

skills

Demonstrate

critical

thinking

and

problem

solving

skills

Ability

to

communicate

effectively

with

various

stakeholders

Ability

to

perform

responsibilities

without

the

necessity

of

close

supervision

Ability

to

manage

multiple

priorities

and

tasks

with

frequent

interruptions

Advanced

skill

and

operating

knowledge

of

personal

computers

and

spreadsheet,

database

and

word

processing

applications

To

perform

this

job

successfully,

an

individual

must

be

able

to

perform

each

essential

function

satisfactorily.

Reasonable

accommodations

may

be

made

to

enable

individuals

with

disabilities

to

perform

the

essential

functions.

Basic

math

and

accounting

skills

Personal

computer,

keyboarding

and

word

processing

skills

Customer

service

and

public

relations

skills

Organizational

skills

Ability

to

maintain

confidentiality

with

district

stakeholders

Ability

to

diffuse

and

manage

volatile

and

stressful

situations

Operating

knowledge

of

and

experience

with

personal

computers

and

peripherals,

general

office

equipment,

including

telephones,

copier,

and

fax

machine,

etc.

Operating

knowledge

of

and

experience

with

various

software

packages

including

Microsoft

Office

and

Google

Suite

Certificates,

Licenses,

&

Registrations:

Criminal

background

check

required

for

hire

OTHER

WORK

FACTORS

The

physical

demands,

work

environment

factors

and

mental

functions

described

herein

are

representative

of

those

that

must

be

met

by

an

employee

to

successfully

perform

the

essential

functions

of

this

job.

Physical

Demands:

While

performing

the

duties

of

this

job,

the

employee

is

occasionally

required

to

stand,

climb

or

balance,

stoop,

kneel,

crouch,

or

crawl.

The

employee

must

regularly

lift

and/or

move

up

to

25

pounds.

Work

Environment:

While

performing

the

duties

of

this

job,

the

employee

will

work

primarily

in

a

usual

office

or

school

environment.

Mental

Functions:

While

performing

the

duties

of

this

job,

the

employee

is

regularly

required

to

communicate,

compare,

analyze,

coordinate,

instruct,

evaluate,

and

use

interpersonal

skills.

Occasionally

required

to

compile,

copy,

compute

and

negotiate.

To

perform

this

job

successfully,

an

individual

must

be

able

to

perform

each

essential

function

satisfactorily.

Reasonable

accommodations

may

be

made

to

enable

individuals

with

disabilities

to

perform

the

essential

functions.