Administrative Assistant to the Assistant Superintendent for Finance

About the role

The Administrative Assistant provides administrative support to ensure efficient operation of the office. They support managers and employees through various tasks related to organization and communication, handling confidential and time-sensitive material.

Responsibilities

• Fee Waivers - Prepare application form and process upon receipt from parent, notify applicants of determination, process refund if necessary, and input status in SIS system.
• Meal Program - Prepare application form, email form to parents and process upon receipt from parent, notify applicants of determination, and input status in SIS system.
• File sponsor and site application at the beginning of the year, file sponsor and site monthly claims, and file CEP application yearly.
• Monthly Board Meetings - Serve as backup for Board Secretary, prepare all agenda items for Assistant Superintendent for Finance.
• Workmen's Compensation - Upon receipt of injury, determine if a claim needs to be filed, file claim with agency and follow up with any possible corrective action, communicate with the employee, Payroll and Human Resources, and monitor claim for any further action.
• Student Injury - Upon receipt of injury, determine if a claim needs to be filed, send claim information to parent, and follow up with any possible corrective action.
• Building Security - Maintain employee security cards based on established guidelines, transfer funds and investments for payment of payroll, board bills, and manual checks, issue stop payments, and maintain and monitor a centralized list of bids, RFP's and contracts.
• Bids, RFP's and Contracts - Assist Assistant Superintendent for Finance and Director of Buildings and Grounds with the preparation of bid and RFP's, track bids, RFP's, and contracts, and identify when renewal is necessary.
• Yearly Reports - Compiles audit documentation for auditors, assists auditors during the annual audit, and compiles State of Economic Interest Annual Statement of Affairs and legal notices for all Business Office items.
• Buildings and Grounds - Work with and assist the Director of Buildings and Grounds with building security, communications, and notifications necessary for the maintenance staff.
• All other duties as assigned by the Assistant Superintendent for Finance/CSBO.

Qualifications

• High School degree or higher.
• Associates degree with course work in business, word processing, office procedures, and record keeping preferred.
• Successful experience in public service and executive level administrative or secretarial roles.