Executive Administrative Assistant to the Assistant Superintendent for Finance and Operations
Executive Administrative Assistant to the Assistant Superintendent for Finance and Operations
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1 Vacancy
Job Description
POSITION TITLE:
Executive Administrative Assistant to the Assistant Superintendent for Finance and Operations
FLSA: Non-Exempt
REPORTS TO AND EVALUATED BY:
Assistant Superintendent for Finance and Operations
TERMS OF EMPLOYMENT:
Twelve month position 40 hours per week. Salary schedule and benefits according to non-bargained staff agreements.
Immediate Start Date. Salary commensurate with experience.
MAJOR RESPONSIBILITIES:
The positions major responsibility is to support a service-driven Finance and Operations team providing clerical and logistical assistance to the Assistant Superintendent and the various divisions within the Finance and Operations office.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Assist with preparing and distributing communications from Finance Transportation Print Shop Food Services and other operational divisions as needed.
- Oversee and process financial assistance and free or reduced lunch applications.
- Assist with data entry and database management for various Finance and Operations divisions as well as record archiving and disposal.
- For major projects and initiatives support the collaboration among various Finance and Operations divisions and individual staff members.
- Receive and direct internal and external phone calls emails and in-person inquiries.
- Process all mail delivered to the Finance and Operations office; prepare any checks received for turnover to town offices.
- Track and manage the general schedule of Finance and Operations employees and the individual schedule of the Assistant Superintendent for Finance and Operations.
- Support the Assistant Superintendent in the preparation distribution and organization of procurement documents including both those created by the district and those submitted by vendors.
- Provide clerical and purchasing support for the Finance and Operations team as appropriate.
- In coordination with the Print Shop assist in the ordering and invoicing of printing services requested by the school and town departments.
- Collaborate with the Food Services vendor on all relevant bidding procurement and reporting.
- Collect process and submit information related to various filings with state and federal agencies such as Medicaid reimbursement
- Provide back-up administrative support to Finance and Operations divisions as needed.
- Perform other tasks as assigned.
DESIRED MINIMUM QUALIFICATIONS:
Education and Experience:
Minimum of a Bachelors degree or equivalent work experience. Two years experience working in an educational or office setting preferred. Experience with public procurement (particularly as it relates to the purchase of supplies and services) in Massachusetts schools preferred. Any of the above qualifications may be waived at the discretion of the Superintendent.
Necessary Knowledge Skills and Abilities:
Ability to analyze work processes and explore opportunities to make improvements.
Should be focused oriented toward capturing and standardizing improvement to work processes and committed to creating an organizational culture focused on the long-term goals of the organization.
Ability to apply management tools and techniques to clearly define project goals develop an execution plan to meet those goals and meet milestones and end date responsibilities.
Strong written and verbal communication skills. Ability to proof read and edit large documents compose written communications and prepare other materials for public distribution.
Ability to work collegially and cooperatively with all constituencies within the school community. Willingness and ability to help other coworkers as needed. Ability to effectively meet and work with the public;; ability to communicate effectively and successfully manage stressful situations.
Ability to work with and manage various software platforms. Ability to collaborate with colleagues run reports enter and find data and manage tools commonly used in the Finance and Operations office.
Ability to handle large volumes of work and a variety of jobs associated with managing a range of busy divisions.
Knowledge of or ability to interpret municipal meeting laws public bid laws school committee policies and other regulations as applicable.
Experience and commitment to working in a diverse teaching and learning community.
Tools and Equipment Used:
Phone personal computer (including Google Suite tools) copy machine calculator fax machine.
PHYSICAL DEMANDS:
The physical demands described here 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.
The employee must occasionally lift or move up to 25 pounds. Specific vision abilities
required by this job include close vision and the ability to adjust focus.
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. The noise level in the work environment is quiet.
GENERAL STATEMENT:
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. The omission of specific statements of duties does not exclude them from the position if the work is similar related or a logical assignment to the position.
Applicants for employment are considered without regard to age disability race religion sexual orientation gender identity marital status national origin or military status.
Employment Type
Full-Time
