Administrative Assistant to CFO and Asst Superintendent of Financial

Job Description

ROLE AND PURPOSE:

The Administrative Assistant provides high-level administrative support to the Chief Financial Officer (CFO) and the Assistant Superintendent of Financial Services. This role is responsible for managing schedules, handling confidential information, coordinating meetings, preparing reports, and ensuring efficient office operations. The ideal candidate is detail-oriented, highly organized, and capable of handling multiple priorities in a fast-paced environment.QUALIFICATIONS:

Education/Certification:

High School Diploma or equivalent. Associate's or Bachelor's Degree in Business Administration, Finance, or a related field preferred

Experience:

Minimum of 3-5 years of secretarial experience, preferably in executive support roles or 1-2 years of administrative experience in a governmental or financial settingSPECIAL KNOWLEDGE/SKILLS:

Proficient in all areas of general office skills to include productivity software with experience in financial processes such as budgeting, reporting, and enterprise resource planning (ERP) systems

Knowledge or ability to learn school district organization, operations, policies, and procedures

Strong written and verbal communication skills with the ability to make independent decisions regarding planning, organizing, and scheduling

Excellent public relations, organization, communication, and interpersonal skills

Knowledge of basic accounting procedures preferredMAJOR RESPONSIBILITIES AND DUTIES:

I. ADMINISTRATIVE SUPPORT:

Manage calendars, schedule meetings, and coordinate appointments for the CFO and Assistant Superintendent of Financial Services, including assisting with the preparation of agendas, taking minutes, and following up on action items

Prepare, proofread, and edit correspondence, reports, presentations, and other documents.

Prepare and assist with the development of agenda items for School Board meetings and weekly bulletin updates

Coordinate all travel arrangements, replenishment of office supplies, and submission of any other purchase orders and expenditure reporting as needed in accordance with district procedures. Answer incoming calls and greet visitors. Respond to routine inquiries from the public and staff and refer appropriate inquiries or problems to (cabinet-level administrator) or other administrators

Comply with policies established by federal and state laws and regulations, and local board policy

Maintain organized filing systems and handle confidential and sensitive information with both professionalism and discretion.

Assists with any other duties as assigned

II. FINANCIAL AND DATA SUPPORT:

Liaise with internal departments and external stakeholders on financial matters

Assists in gathering and organizing financial data, reports, and presentations as needed

Provides analytical support with the compilation of financial documentation

Support special projects and initiatives led by the CFO and Assistant Superintendent of Financial Services III. SUPERVISORY RESPONSIBILITIES:

None IV. EQUIPMENT & SOFTWARE SKILLS:

Standard office equipment to include, but not limited to, personal computer, printer, fax machine, copier, scanner, and calculator

Microsoft Office applications (Word, Outlook, Excel, PowerPoint, OneDrive, etc.)

Google Suite applications (Docs, Gmail, Sheets, Slides, Drive, etc.)

Boardbook, ERP systems, and financial software V. WORKING CONDITIONS:

MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS:

Tools/Equipment Used: Standard office equipment, including computer and peripherals; standard instructional equipment

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 districtwide travel

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

Full-time