Connect Search Hiring for Executive Assistant Full Time

POSITION SUMMARY:

The Business Office under the leadership of the Chief Financial Officer provides strategic oversight and guidance of all financial and operations activities organization-wide, including financial and operation activities in all 18 District school buildings. The Office also serves as the liaison with the Board of Education on issues related to Buildings & Grounds, Finance, Technology, Transportation, and Nutrition Services.

Responsible for providing a range of administrative support and coordination of projects for the C.F.O., and the Business Office. Responsible for promoting efficient delivery of services. Responsible for maintaining high standards of professionalism, efficiency, personal communication, discretion, and independent judgment. In working with internal and external contacts, including dealing with a wide range of highly sensitive issues under tight deadlines and pressures.

SPECIFIC DUTIES & RESPONSIBILITIES of Executive Assistant:

• Provides a wide variety of administrative support to the C.F.O. and to the departments under his/her supervision. Manages the C.F.O.’s and departmental calendars to prioritize and resolve conflicts and to ensure all commitments and deadlines are met.
• Prepares responses, correspondence, meeting materials, schedules, and other forms of communications for the Departments.
• Maintains the school district’s permanent records in compliance with the retention policy and according to the practices established by the C.F.O.
• Assists the C.F.O. in coordinating departmental daily activities as well as annual audits to ensure commitments and deadlines are met.
• Supports Accounts Payable processes when needed and acts as a back-up in the absence of Accounts Payable staff. Checks A/P batches for accuracy prior to submitting checks for signature. Audits all A/P invoices/checks and requisition/expense reimbursement/purchase orders, etc. to ensure the school district’s policies are followed prior to returning them to A/P for filing.
• Assists the C.F.O in managing third party leases, contracts, and agreements including its execution and renewal.

• Process and student accidents, them to the insurance company
• Organizes, updates, and maintains Finance confidential filing systems. Audits all documents to ensure the law school’s policy and practices are followed prior to filling.
• Reconciles, processes, reviews, maintains, and submits as required the following: Invoices, Check Requests, Purchase Orders, Contracts, and Expense s.
• Supports and coordinates Buildings & Grounds and Finance Committee meeting arrangements including teleconferences and minute taking if required.
• Performs standard office tasks such as answering telephones, filing, ordering of supplies, faxing, and copying, and booking meeting rooms. Collects and opens mail addressed to the departments, forwards correspondence to appropriate staff for action.
• Maintains positive relationships with staff, students, consultants, bankers, and vendors.
• Undertakes special assignments or projects on a wide variety of responsibilities as assigned by the C.F.O. or the Business Manager
• Responsible for scheduling and managing the CFO’s calendar including prioritizing and resolving related conflicts and competing demands, proactively scheduling important meetings with internal and external individuals, and maintaining an organized office.
• Provides support in arranging Finance meetings including collation of speaking notes and/or briefing notes, handling logistics, such as conference registrations, room reservations (internal and external), and travel.
• Works closely with the CFO and the Business Manager on special projects and Audit and Finance & Investment Committee activities.
• Proofreads, answers, and composes routine correspondence both handwritten and electronic, including board communications and other partner related materials; prepares selective summaries and any follow-up actions for the CFO.
• Coordinates, plans, and organizes small-to large-scale meetings.
• Performs general clerical duties to include but not limited to; transcribing dictation, scanning, copying, faxing, filing, and data entry. Collects and opens mail addressed to the Business Office, forwards correspondence to appropriate staff for action.
• Completes various forms, including purchase requisitions, shipping requests, travel expense s, requests for payment, consultancy agreements, etc.
• Contributes to the excellent reputation of the Business Office through professional, friendly, and respectful interactions internally and externally.
• Performs other duties as required and/or assigned.

COMPETENCIES of EXECUTIVE ASSISTANT: The following competencies are representative of specific skills, abilities, and attributes that must be demonstrated to perform this job successfully.

Adaptability: Adapts to changes in the work environment. Manages competing demands. Accepts criticism and feedback. Changes approach or method to best fit the situation.

Communications: Expresses ideas and thoughts verbally. Expresses ideas and thoughts in written form. Exhibits good listening and comprehension. Keeps others adequately informed. Selects and uses appropriate communication methods.

Continuous Learning: Assesses own strengths and weaknesses. Seeks feedback to improve performance. Pursues training and development opportunities. Strives to continuously build knowledge and skills. Shares expertise with others.

Initiative: Volunteers readily. Undertakes self-development activities. Seeks increased responsibilities. Takes independent actions and calculated risks. Looks for and takes advantage of opportunities. Asks for help when needed.

Planning & Organization: Prioritizes and plans work activities. Uses time efficiently. Plans for additional resources. Integrates changes smoothly. Sets goals and objectives. Works in an organized manner.

Project Management: Develops project plans, coordinates projects. Communicates changes and progress. Completes projects on time and, on budget. Manages project team activities.

Self-Management: Regulates impact of own emotions upon others. Remains focused and energized under stress. Accepts criticism and recovers quickly from setbacks. Projects realistic self-confidence in abilities.

Teamwork: Balances team and individual responsibilities. Exhibits objectivity and openness to others’ views. Gives and welcomes feedback. Contributes to building a positive team spirit. Puts success of team above own interests.

QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill, and/or ability required to perform this job successfully.

Education:

• College degree in business management or related field, or training in project management skills, office management and/or administrative studies.

Experience:

• A minimum of 5-7 years supporting C- Level Executives

Language Skills:

1. Reads and interprets documents such as safety rules, operating and maintenance instruction, and procedure manuals. Writes routine s and correspondence. Speaks effectively before groups of individuals.

Mathematical Skills:

1. Calculates figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Applies concepts of basic algebra and geometry.

Reasoning Ability:

1. Applies common sense understanding to carry out instructions furnished in written, oral, or diagram form. Deals with problems involving several concrete variables in standardized situations.

Computer Skills: Microsoft Office, Google Drive

PHYSICAL DEMANDS:

Physical Activities:
Standing Walking Sitting Climbing Keyboarding

Talking Hearing Near Acuity Far Acuity Depth

Perception Color Vision Field of Vision

Lifting Demands:
Up to 25 pounds

Reaching Activities:
Dominant hand
Non-Dominant hand
Both dominant and non-dominant hand Overhead

Environmental Conditions:
Noise Intensity 3 moderate

OTHER REQUIREMENTS:

This position requires traveling to various school sites, work locations, and/or community organizations throughout the district.

DISTRICT EXPECTATIONS: All employees are expected to demonstrate regular and predictable attendance; to support the District’s vision, mission, goals, and Strategic Plan; to engage in civility, respect, professionalism, and collaborative teaming; and to maintain the professional knowledge and skills necessary to perform the essential duties and responsibilities of their positions.
NOTE: School Board Policy ensures equal opportunity for all in its personnel policies and practices and does not discriminate on the basis of race, color, gender, religion, national origin, marital status, sexual orientation, gender preference, political beliefs, social/family background, disability or age.