Executive Administrative Assistant to the Director of Business Administration

Administrative Assistant

This position will organize, prioritize, and coordinate all activities, projects, and daily work flow of the Business Administrator's office by providing administrative support. They also serve as the assistant to the Secretary to the Board to be responsible to keep a correct and proper record of all proceedings of the Board and keep such accounts as required by the School Code.

Essential Job Responsibilities:

• Organize data relative to the office function of the Business Administrator.
• Function as liaison among the administrative, supervisory and support staffs and the Business Administrator.
• Communicate efficiently and effectively, via telephone, correspondence and follow up.
• Process in a timely manner communications necessary for the operation of the Business Administrator's office.
• Provide secretarial support in all ways needed by the Business Administrator.
• Scheduling of group and individual appointments.
• Rely on experience and judgment to work independently to prepare routine and advanced correspondence including, but not limited to, letters, reports, contracts, policies, and board related materials.
• Process invoices for purchase orders submitted to the Business Office for payment.
• Process registrations for conferences, seminars, and workshops, and make travel arrangements and reservations for staff and board members as required.
• Maintain subscriptions and process invoices for the business office.
• Maintains filing for the business office.
• Order and maintain inventory of supplies for the central business office.
• Maintain liaison between the public and the school district.
• Perform all other such duties as may be assigned by the Business Manager.
• Prepare memos, letters, reports, agendas, schedules, records and minutes as required.
• Answer telephones; respond to questions, and forward calls as needed.
• Duplicate and distribute materials as needed.
• Meet and screen visitors for the Director of Business Administration, Asst of Business Administration, and Accounting department.
• Receive, screen, and reroute mail for the Business Office.
• Place copier service calls when required.
• Create check requests for the Business Office as required.
• Send electronic correspondence to staff, Board members, and schools.
• Other duties as assigned by the Director of Business Administration.
• Gather items for monthly board & committee meetings.
• Maintain official minute books for auditing purposes.
• Develop the Finance agenda with the Business Manager.
• Collect and assemble materials for duplication and distribution at school board and committee meetings.
• Advertise and post legal notices to newspapers and district website regarding regular and special school board meetings' dates & cancellations, invitations to bid, and other related information as required.
• Prepare and send public & legal notices, bid invitations, regular and special school board and committee meeting notices for immediate release to local & non-local newspaper agencies.
• Prepare school board agendas, minutes, web postings, and related materials for school board directors and administrators.
• Responsible for obtaining board approved contract signatures from board president and secretary.
• Maintain an index of board agencies, minutes, and related correspondence on the shared hard drive.

Qualifications:

• Experience with accounting/finance
• Must type at least 50WPM
• Proficient with Microsoft Office Suite
• Experience with financial and accounting software

External Candidates: You must upload required clearances. This includes the Act 34 (State Criminal Clearance), Act 151 (Child Abuse) and Act 114 (FBI Clearance). All Clearances must be within 1 year of application date. Candidates not providing updated clearances will not be considered for employment