Administrative Assistant to Chief Financial Officer

Position: Administrative Assistant to the Chief Financial Officer

Job Title: Admin Assistant to Chief Financial Officer Exemption Status: Nonexempt; 233 days

Reports to: Chief Financial Officer Pay Grade: Clerical 8

Dept./School: Finance Date Revised: 12/2022

Primary Purpose

Work under minimum supervision to provide advanced clerical services to the Chief Financial Officer. Handle confidential information and engage in frequent contact with all levels of district employees, outside agencies, and the general public.

Qualifications

Education/Certification:

High school diploma or GED

Special Knowledge/

Skills:

• Knowledge of school district organization, operations, and administrative policies
• Proficient skills in Word, Excel, Google Docs/Sheets, Skyward
• Ability to make independent decisions regarding planning, organizing, and scheduling
• Excellent public relations, organization, communication, and interpersonal skills
• Ability to use software to develop spreadsheets, perform data analysis
• Ability to multi-task numerous complex administrative activities

Experience:

3-5 years or more advanced administrative assistant experience with extensive contact with people

Major Responsibilities and Duties Clerical Support

• Prepare correspondence, forms, manuals, reports, presentations, and other documents for the CFO and other Finance staff.
• Schedule appointments and maintain the CFO’s calendar.
• Set up meetings including reserving the venue, preparing materials, and arranging for refreshments and catering as needed.
• Make travel arrangements including making hotel reservations and turning in conference registration forms.

Reception and Phones

• Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to appropriate employee.
• Maintain inventory of supplies used by Finance staff

Policy, Reports, and Correspondence

• Compile pertinent data used to prepare various required state and local reports.
• Prepare purchase orders and check requests as directed.
• Compile, maintain, and file all reports, records, and other documents as required.
• Serve as cashier by providing written receipts for incoming deposits and preparing deposits for armored car services.

Other

• Comply with policies established by federal and state laws and regulations, and local board policy.
• Maintain confidentiality.
• Follow district safety protocols and emergency procedures.

Supervisory Responsibilities

None.

Mental Demands/Physical Demands/Environmental Factors

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional district wide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

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