Executive Assistant - Chief Financial Officer

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Job Posting Title:

Executive Assistant - Chief Financial Officer

    

Job Description:

Provides office management and administrative support for a Chief Officer. Prioritizes and performs work independently, managing numerous diverse tasks with confidentiality, self motivation, problem solving, interpersonal and conflict management skills. Works under continual deadlines. Interacts with a broad range of district staff and community clientele, developing and promoting strong community relations.

MINIMUM EDUCATION / EXPERIENCE:
- Associate's Degree
- Three (3) years of experience supporting senior management

ESSENTIAL ENVIRONMENTAL DEMANDS:
- Work is generally performed in a typical educational office environment with standard desk, equipment, fluorescent lighting and a moderate noise level.

ESSENTIAL PHYSICAL REQUIREMENTS:
- Regular travel within school district boundaries
- Occasional lifting of up to ten (10) pounds
- Frequent sitting
- Occasional bending, squatting, reaching and standing
- Frequent use of hands, keyboarding and writing
- Vision, auditory, and mental acuity within normal ranges

    

Position Specific Information (if Applicable):

    

Responsibilities:

- Manage internal hiring process for department staff, including posting positions, scheduling interviews, initial employee onboarding, and provision of system and facility access.

- Proofread, answer and compose routine correspondence, including board communications and other partner-related materials. Prepare selective summaries and any follow up actions for the staff.

- Exercise sounds judgement in handling issues in the absence of Chief Officer, making decisions when appropriate, escalating urgent matters, and maintaining strict confidentiality in all communications.

- Complete various forms, including purchase requisitions, supplier requests, shipping requests, travel expense reports, requests for payment, etc. in the District’s financial platform.

- Assist Chief Officer by maintaining calendar, daily schedule, appointments, typing memos, agendas, correspondence, screening phone calls, answering questions from the public agencies, and district staff, redirecting calls to proper person/agency when necessary.

- Other related duties as assigned.

- Work closely with the Chief Officer on communication and coordination of
community volunteer BoE committee meetings. Includes limited attendance at evening (after hours) meetings, logistics of room setup and meal coordination, and maintaining strong volunteer relations.

- Manage Board of Education (BoE) agenda items that pertain to the department through the District electronic board meeting platform.

- Work closely with the Chief Officer on communication and coordination of
community volunteer BoE committee meetings. Includes limited attendance at evening (after hours) meetings, logistics of room setup and meal coordination, and maintaining strong volunteer relations.

- Coordinate, plan and organize small- to large-scale meetings. Support  meetings, including the gathering and organizing of meeting materials and data, arranging meeting locations, handling logistics such as conference registrations, room reservations (internal and external), and local travel.

- Assist with department budget preparation and monitoring.

    

Certifications:

    

Education:

Associate's Degree (Required)

    

Skills:

Collaborative team player, Effective operation and appropriate use of personal computers, software applications, general office equipment and telephone systems, Effective oral and written English communication skills with a demonstrated ability to read and comprehend written, graphic, and verbal instructions, Has the ability to meet attendance standards and work the hours necessary to perform the essential functions of the job, Maintains a generally positive and professional attitude, Strong detail orientation, time management and organizational skills, Willingness and commitment