Executive Assistant to the Director of Finance & Director of Human Resources

DEFINITION: Under the direction of the Director of Finance, performs highly complex executive and administrative services to assist the Director of Finance and the Director of Human Resources, and handles confidential matters related to the efficient running of the district office. DISTINGUISHING CHARACTERISTICS: This is a confidential classified position requiring a high degree of organizational planning, the performance of high level administrative duties and tasks requiring the exercise of independent initiative, knowledge, judgment and tact and the ability to relieve the Director of Finance and Director of Human Resources of administrative detail. ESSENTIAL FUNCTIONS: 1. Provide support to parents and guardians on transportation related issues, and post bus routes onto the district website. Act as a liaison between the district, parents, and the bus company to resolve outstanding issues. 2. Oversee the student activity registration and payment application through administering Community Pass. Activities that have been successfully setup in Community Pass are: Early Morning Care Program / Project Support / Before School Activities / Summer Enrichment Program & payments for lost Chromebooks and I/T related items. Act as a backup to assist the Athletics Department for Athletic Payments in Community Pass for parents and guardians. 3. Maintaining the fingerprint (SAFIS) and suitability request letter database. 4. Act as the backup to the Superintendent’s Executive Assistant for processing and maintaining the database of CORI applications, process during times of vacation or high volume. 5. Maintain Human Resource, Finance and School Committee webpages as directed. 6. Under the direction of the Director of Finance and Director of Facilities, responsible for all aspects of hiring & onboarding for the Billerica Public School Summer Work Program for both high school and college students, as well as Crossing Guards. 7. In conjunction with the Director of Facilities, act as a backup for the pay clock for custodial overtime; and additionally act as the backup to update the Google Form for custodial overtime and prepare for payroll submission with the facilities clerk. 8. When required, review new hire packages with new employees to ensure all documentation is in order for the payroll and benefits coordinators. 9. Under the direction of the Director of Human Resources, oversee the workers compensation filings. 10. Initiate and oversee the District’s liability insurance issues & claims with MIIA, including updating the auto fleet and district liability forms. 11. Responsible for deposits and turnovers to the Town Treasurer, and for submitting deposit information to the town accountant. 12. Maintain and input data onto all administrative google forms and docs as directed 13. Assist the Director of Finance and Operations, and Director of Facilities with bid preparation, bid advertisement, and bid openings. 14. Prepare and deliver forms with: journal entries, deposits, new funds and new grant accounts to the Town Accounting office with the Director of Finance and Operations approval. 15. Assist with preparation of budget transfers and amendments with the Director of Finance and Operations approval. 16. Assist and support the Director of Human Resources with distributing annual contracts for all staff members. 17. Print annual budget books, reports, and financial documents such as Collective Bargaining Agreements for town meeting as directed. 18. Perform other duties as assigned. REQUIRED QUALIFICATIONS: 1. Excellent clerical skills; accurate word processing skills; extensive and up-to-date knowledge of business English, including vocabulary, grammatical usage, punctuation, and report presentations. 2. Ability to self-start in performing responsible, complex administrative and clerical work. 3. Proficient in Microsoft Word, Excel, Munis, and Google Suite or other similar software programs. 4. Maintain and compile accurate and complete records and reports. 5. Research, analyze and prepare reports on issues with minimal supervision. 6. Has strong leadership ability. 7. Specialized duties require access to and possession of information relating to employer-employee relations; therefore this is a confidential position and not a part of the Classified Bargaining Unit. 8. Maturity, confidence, tact and personal judgment required of a professional executive assistant to effectively deal with stressful, diverse and dynamic work situations. EDUCATION AND EXPERIENCE: 1. High school diploma or equivalent. 2. A minimum of five (5) years’ experience in a progressively higher level of executive secretarial/administrative work, preferably within a school district environment. 3. Experience working with MUNIS Financial Software, ASPEN, Community Pass & MIIA would be preferred.