Administrative Assistant- Central Office/Finance Department

About the position

This Grade 4 Administrative Assistant provides office administrative and purchasing support to the Chief Finance Officer and Finance department. Primary responsibilities include liaising with individual schools and district offices to ensure review for purchasing within allocated budget, regular budget versus expenditure reporting, effective and timely communication, as well as processing all purchase orders for the District. This position also provides support to the Assistant Superintendent of Special Education/Pupil Personnel and the Special Education/Pupil Services Department in financial reporting and control matters such as billing for student related programs and services. The Administrative Assistant will contribute to the smooth flow of information and communications between the Business Office and all other offices of the school district and will work as an effective team member of a very experienced finance unit. The successful candidate will be a self-starter and able to perform administrative activities requiring an advanced level of accountability to include problem solving and interpersonal contacts, data reporting and exercises independent judgement along with the flexibility to be a successful team member in an experienced and seasoned finance unit.

Responsibilities

• Uses District technology to run regular data reports, including those used for board budget reporting and department decision making.
• Prints purchase orders and sends to outside vendors.
• Trains new district school staff in the purchasing process and systems utilized for submission and monitoring.
• Monitors and reports on spending against the budget and budget projections.
• Acts as support for the accounts payable staff.
• Possesses excellent interpersonal skills and maintains professional relationships with vendors, colleagues, staff, and others on behalf of the CFO, Assistant Superintendent and District.
• Troubleshoots and exercises excellent judgement to problem solve and escalate as needed.
• Arranges and coordinates meetings (including space and equipment).
• Assists with preparation of materials for presentations.
• Produces a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.
• Proofreads for content and edits using knowledge of grammar, punctuation, and spelling.
• Organizes and maintains files (including confidential files).
• Scans and saves documents electronically and maintains, updates and reviews manuals and reference materials electronically.
• Composes letters/memoranda, etc. for own or CFO's signature.
• Scans letters, memos, reports, and other materials to determine action required.
• Completes pension information for City Hall.
• Orders supplies for Beaver Brook Administrative building.
• Assists in the Bid process for new procurements.
• Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports.
• Analyzes information and may make recommendations to CFO and Assistant Superintendent.
• Prepares regular and ad hoc data reports from financial system.
• Authorizes purchases and payments (within prescribed limits of authority).
• Develops input and prepares documentation for office and/or department budget.
• Coordinates budget control and monitoring and communicates the same to Deputy Director of Finance and Chief Finance Officer.
• Develops office and/or department procedural manuals for review.
• Assists with professional development trainings for school and departmental support staff.

Requirements

• Proof of high school diploma or equivalent required.
• Candidates holding Associates or Bachelor's Degrees preferred.
• Four (4) or more years of experience performing administrative support or management work successfully; preferably for a finance function.
• Demonstrated ability in accounting technology systems.
• Proficient in MS Word, Excel, and PowerPoint skills, including the ability to pass an intermediate level software assessment.
• Strong interpersonal and communication skills including, but not limited to, tact and diplomacy and the ability to troubleshoot for the CFO and Assistant Superintendent.
• Must demonstrate significant ability to respect and maintain the integrity and confidentiality of sensitive data.
• Possesses substantial ability to prioritize office workflow with limited or no supervision.
• Proven ability to be flexible and manage changing priorities; must have a strong sense of time management.
• Demonstrates strong organization skills and attention to detail.
• Demonstrates considerable ability to read, write, and follow detailed instructions in English, including knowledge of proper grammar, punctuation, spelling and business mathematics.
• Possesses considerable knowledge of office administration and management protocols, policies, procedures, regulations, etc.
• Ability to create contracts, manage spreadsheets and support with state reporting.

Benefits

• Salary as per UPSEU Union Agreement