Administrative Assistant to Business Manager (Confidential Employee)

Business Office Assistant

To assist the Business Manager in the administration of all aspects of the work of the business office and to facilitate the work of the Business manager as Secretary to the Board of School Directors.

Standard Qualifications for Position:

• High School diploma; college or business school preferred.
• Prior experience in an assistant/support role to an administrator/supervisor.
• Ability to maintain paper and digital confidential records and information with integrity.
• Typing speed of 50 WPM.
• Excellent computer skills with literacy on PC systems and software; proficiency in Microsoft Excel, PowerPoint, Outlook, Word, and Teams; Adobe Acrobat, Finalsite.
• Basic operational ability with office procedures (billing, filing, mailing) and office machines (computer, copier, phone, fax, etc.).
• Outstanding written and oral communication skills.
• Strong research skills, especially in data collection and compilation.
• Leadership skills; able to delegate tasks clearly and responsibly.
• Superior organizational skills; must be able to handle many projects simultaneously and deal with frequent interruptions.
• Excellent time management skills; must be able to prioritize work to deliver projects orderly and punctually.
• Ability to work independently in a task-oriented, detail-specific, and goal-focused manner; self-motivated.
• Ability to work hours that correspond to the program needs of the department.
• Reliability in handling confidential matters and materials.
• Competence in spelling, grammar, and punctuation.
• Basic mathematical and statistical ability.
• Tactfulness, patience, confidence, respect, and positive attitude.

Essential Functions and Responsibilities of Position:

• Regular attendance.
• Advertises, obtains, gathers, organizes and creates monthly School Board agenda and related materials for School Board meetings.
• Advertises, obtains, gathers, organizes and creates Finance and Facilities Agenda and related materials for same committee meetings.
• Intake, processing, reporting and follow-up on Workers Compensation claims.
• Prepare various reports, spreadsheets, and financial documents as assigned.
• Process departmental invoices, purchase orders and reimbursements.
• Assist accounts payable and accounts receivable with processing, payments and receipts as needed.
• Communicate with vendors, departmental staff and school building personnel regarding departmental purchasing, billing inquiries, and insurance claims.
• Coordinate meetings, maintain calendar and schedule meeting spaces.
• Assist in preparation of materials for audits, state reporting and year-end financial processes.
• Order and manage office supplies.
• Intake and entry of TEAO Maintenance requests.
• Serve on Occupational Health Committee.
• Back up support role to SchoolBoard email account.
• Back up support role to use of facilities.
• Accepts other duties assigned by the Business Manager.