Executive Administrative Assistant to the Treasurer/CFO

To provide administrative support and project management for the Treasurer/CFO so that he/she may devote maximum leadership to the financial management of the school district.

Key Responsibilities:

• Manage the day-to-day operations of the Treasurer’s office including but not limited to coordinating Board meeting notices, agendas and supporting documents, schedules, budgets, files, agendas, records, and all communications including phone calls, email, and mail.
• Support and facilitate ongoing communication between the Treasurer and the Board of Education, district and building level administrators, including working with the Director of Communications to ensure Treasurer communications through e-newsletters and website information are distributed and updated on a timely basis.
• Ensure secure and professional handling of confidential and time sensitive material.
• Plan, schedule and flexibly adjust the Treasurer’s appointments in order to ensure priorities are addressed in a timely manner and balanced with ongoing responsibilities. In many cases, the Assistant is expected to coordinate with the Superintendent, Directors or other members of the Leadership Team to handle inquiries/concerns for which staff, community members or parents are requesting appointments.
• Prepare presentations, reports, information and drafts of reports for the Treasurer to the Board of Education, the Administrative Team, the staff, strategic project teams and Superintendent/Board Committees.
• Draft minutes for all Board of Education and Finance Review, Reporting Committee meetings and any other committee meetings assigned to attend.
• Draft memos and letters both at the Treasurer’s direction and the Assistant’s own initiative in response to requests of inquiries.
• Organize and assess mail to prioritize materials as well as to handle items that do not need the Treasurer’s attention or draft replies to correspondence requests for information or reports.
• Supports committees and attends meetings as requested.
• Accounts Receivable Duties:
  • Prepare administrative office bank deposits, track all District daily bank transactions, reconcile all district online receipts (ACH/Stripe/Square/Authorize.Net/Tuition Express, etc.)
  • Enter and balance all District receipts weekly and resolve any discrepancies.
  • Generate a monthly report of all donations received.
• Oversee and monitor all district purchasing cards for security and proper use.
• Facilitate and track all Federal Program Grants including, but not limited to, project cash requests (PCR’s) and preparing final expenditure reports (FER’s).
• Other duties as assigned by the Treasurer/CFO or his/her designee.

Key Qualifications:

• Bachelor’s Degree or higher preferred; Associate degree or extensive experience considered.
• Five (5) years or more of experience in a similar position.
• Experience in school finance or accounting is preferred.
• Excellent verbal communication and writing skills.
• Self-motivated with the ability to work with little direction.
• Creative and proactive in the development of ideas to advance the district’s statement of purpose.
• Such alternatives to the above qualifications as the Treasurer/CFO may find appropriate and acceptable.

Knowledge, Skills and Abilities (KSA):

• Demonstrated expertise with all tools in the Microsoft Office suite, including the following
  • Spreadsheets including mathematical functions, charts, and graphs.
• Management of files with speed and accuracy in multiple software systems.
• Possess extensive skills in one or more of the following: accounting, accounts payable, accounts receivable, and executive secretarial.
• Ability to manage multiple projects and related documents.
• Expertise in fostering and managing relationships across a variety of stakeholder groups.
• Ability to greet and respond to requests from professional staff and the public, including managing complaint and conflict situations.
• Possess strong research skills and conduct research as required.
• Ability to handle confidential matters, set priorities and work well under pressure.
• Ability to give direction concerning operational procedures to support staff district wide.
• Ability to work collaboratively with and provide highly professional positive customer service to all constituents.
• Familiarity with or ability to learn school finance concepts, policies, practices, procedures, legislation and state regulation.

Physical Demands & Work Environment:
PHYSICAL DEMANDS: The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Position is mostly indoors in a climate-controlled office or building.
• While performing the duties of this job, the employee is frequently required to walk and stand. Occasionally the employee will sit and/or run.
• The employee will frequently bend or twist at the trunk while performing the duties of this job.
• The employee will frequently squat, stoop, kneel, reach above the head, reach forward and repeat the same hand motion many times while performing the duties of the job.
• The employee may routinely lift and move objects weighing up to 25 pounds.
• The employee must also have the ability to work in an environment which may include extreme variations in temperatures and the ability to operate varied technologies and office equipment.
• The specific vision requirements of the job include good depth perception and occasionally being able to see objects/persons at a distance.
• While performing the duties of the job the employee frequently is required to hear conversation in quiet, as well as a noisy environment and be able to tell where a sound is coming from.
• The employee must be able to communicate to the team in order to give directions.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Occasionally the employee must be able to meet deadlines with severe time constraints and interact with public and other workers. The noise level in the environment is usually low to moderate.

CONDUCT:
Each staff member shall remain free of any alcohol or non-prescribed controlled substance and abuse of any prescribed controlled substance in the workplace throughout his/her employment in the District. Each staff member shall serve as a role model for students in how to conduct themselves as citizens and as responsible, intelligent human beings. Each staff member has a legal responsibility to help instill in students the belief in and practice of ethical principles and democratic values.

EVALUATION: Annually

TERMS OF EMPLOYMENT:
Serve as an exempt non-teaching employee for 260 days for 8 hours per day excluding lunch, holidays, 20 days of approved vacation, and 3 personal days annually. Salary range of $75,000-$90,000; placement commensurate with proven experience and skills based upon job qualifications and performance responsibilities outlined herein. Work year to be established by the Treasurer/CFO. Daily hours, unless otherwise directed by District needs, shall generally be 7:30 a.m. – 4:00 p.m. with a 30-minute unpaid lunch with ability to work flexible hours out of regular business hours as necessary to support the Treasurer/CFO.

The Board of Education does not discriminate on the basis of race, color, national origin, sex (including sexual orientation and transgender identity), disability, age, religion, military status ancestry, genetic information (collectively, "Protected Classes"), or any other legally protected category, in its programs and activities, including employment opportunities.