Executive Assistant

Primary

Purpose:

Responsible for the secretarial duties related to the office of the Chief Financial Officer for Business Services. Serve as a liaison between activities of the Business office staff, divisions, the office of the superintendent, auditors, depository bank and the public.

• High school diploma or GED certificate

• Basic understanding of fund accounting
• Ability to use a personal computer including use of the following software:
• Microsoft Word
• Excel
• Power Point
• Adobe Acrobat Professional
• Above average technical skills; ability to type and keyboard by touch
• Ability to communicate effectively (verbal and written) using proper English grammar
• Ability to effectively utilize computers and other office equipment as required
• Ability to work with numbers in an accurate and rapid manner
• Ability to organize, prioritize and meet established deadlines
• Ability to maintain accurate and auditable records

• Four years related business office experience

• Perform general secretarial duties, coordinate travel arrangements and handle correspondence.
• Provide excellent customer service to all users regarding all business functions.
• Assist the Chief Financial Officer for Business Services by coordinating communications with other individuals and groups including the School Finance Council.
• Assist the Chief Financial Officer for Business Services with preparations for meetings.
• Assist the Chief Financial Officer for Business Services with report preparations.
• Assist the Chief Financial Officer for Business Services with special projects and performance of research.
• Maintain the School Finance Council workshop schedules and registrations.
• Organize and manage routine work activities in the business office.
• Coordinate Business Services board agenda items and Business Services and WOW Team meeting agendas.
• Maintain attendance records for Business Services personnel.
• Process payroll records for Business Services personnel.
• Track copier usage/charges for all division copiers.
• Prepare travel requests, travel reimbursements, and PCard reports for Chief Financial Officer for Business Services.
• Post departmental news on bulletin boards and upkeep of magazine racks and departmental official documents.
• Maintain files of vehicle titles, copyrights, board agenda books, and other documents.
• Process Chief Financial Officer for Business Services incoming mail and other documents.
• Be familiar with and assist with duties assigned to other business office personnel when necessary.
• Maintain good public relations with department personnel, clients and the public.
• Maintain confidentiality.
• Prepare check register (accounts payable listing) and compile monthly Board agenda reports for BASS.
• Assist the Financial Chief Officer for Business Services with the distribution of the Department’s Annual Audit Report.
• Maintain a Notary Public commission.
• Maintain audit files.
• Maintain shared files on intranet through SharePoint.
• Maintain website updates for both Business Services and School Finance Council.
• Make reservations for facilities needed in the Room Management System for School Finance Council and Business Services.
• Perform other duties as assigned.