Executive Assistant to the Chief Financial Officer

Posting number: 26-27-05404

Department: Business Finance Services

Division: Business Support / BFS

Job classification: Executive Assistant, Chief Financial Officer

Posting type: Open

Categories: Office and Administrative Support, K-12

Summary

Tacoma Public Schools

Expected Start Date: As soon as possible

FTE: 1.0

Salary: $105,771 - $140,748 DOE

Benefits: This job has the full range of benefits offered by Tacoma Public Schools

Examples of duties

This position provides confidential administrative support to the Chief Financial Officer (CFO); serves as liaison and representative of the CFO; coordinates the review and approval of contracts with outside agencies; coordinates the division’s master calendar; performs a variety of confidential administrative, clerical, and secretarial duties for the Business and Finance Division; promotes a quality customer service environment.

ESSENTIAL JOB FUNCTIONS

1. Manages day-to-day operations for cabinet level officer, the CFO; develops, coordinates, and oversees office functions, including management of the CFO’s calendar; analyzes and makes improvements to office operations; serves as resource to senior leadership and staff; assists with problem resolution, as requested; serves as liaison between cabinet level officers and key District administrators and other staff, external agencies, officials, and the public.

2. Coordinates the review, revision, and approval of contracts with outside agencies, the CFO, and other administrative staff; determines appropriate approval level, ensures deadlines are met; maintains related confidential files.

3. Maintains the District’s contract database; maintains the central file of original contracts, leases, notes, and bond issues for the District; maintains bargaining group contract files, state and internal audit files, and other confidential files.

4. Coordinates the development of the division’s master calendar and budget development time lines with the CFO and other administrative staff; prepares confidential materials during budget preparation.

5. Prepares confidential analysis and documents for union negotiations.

6. May act as project lead or project team member; performs research activities, as assigned; monitors legislative and compliance activities and offers insight into operational impact; may update routine data on the Business and Finance Division web pages; ensures relevant and accurate information is posted on the division web pages.

7. Coordinates administrative aspects of projects and events, integrating them with ongoing work routines; provides project support and coordination related to District levies, bonds, boundary adjustments, or other financial feasibility studies.

8. Prepares, maintains, and monitors department budgets; maintains financial status data and reports; manages division purchasing card usage.

9. Coordinates travel and conference plans for the CFO; prepares and processes claim forms for travel and conference expenses for department staff; arranges conferences and meetings.

10. Composes and edits correspondence and memoranda; prepares and is responsible for routine and confidential correspondence, preparing board agenda items, reports, lists, and memoranda; prepares presentation materials; distributes correspondence and reports, monitors division policy and procedure documents.

11. Acts as key point of contact for the office; responds to inquiries, directs calls or, takes messages; maintains appointment calendar; schedules and attends meetings as assigned; prepares meeting agendas; transcribes minutes.

12. Performs timekeeping activities; maintains vacation and work schedules for the division administrators; performs administrative support duties anticipating business and academic calendars and cycles; maintains the division’s year-round electronic calendar and distributes