Administrative Assistant, Business Manager/Board Secretary

SUMMARY: Provide comprehensive administrative support to the Director of Management Services/Board Secretary in order to facilitate efficient business operations. This position ensures efficient operations of the Business Office by handling a variety of tasks, including scheduling, communication, document preparation, and project management to achieve organizational goals.

ESSENTIAL DUTIES AND RESPONSIBILITIES Other duties may be assigned.

• Perform daily clerical administrative duties to support the functions of the office of the Director of Management Services
• Prepare invoices and maintain receivables
• Complete new employee entries and organize files for current and past employees
• Assist with entering and creating checks for liabilities
• Reconcile accounts and prepare financial summaries as needed
• Assist with Budget preparation, monitoring, and reporting
• Review expense reports and enter purchase orders
• Compare data across systems
• Organize payables for processing
• Assist in Audit preparation
• ESS Liaison for the Business Office
• Serves as a positive public relations advocate for the Intermediate Unit, including dissemination of Board of Directors information as needed
• Handles all communications in a polite and informative manner
• Maintain accurate files and records within the Business Office in electronic and paper form
• Maintain appointment calendars
• Prepare and edit correspondence, communications, presentations, and other documents
• Provides phone coverage for staff members, as needed
• Assists in the support of IU board meetings as the Assistant Board Secretary.
• Arrange and coordinate meetings, conferences, and events, including logistics, materials, and catering
• Must maintain strict confidentiality at all times
• Assists with special projects and initiatives as assigned by the Director of Management Services
• Assist in implementing and maintaining office policies and procedures
• Coordinate materials, scheduling, and other duties as assigned by the Director of Management Services
• Cross-training in critical Business Office roles

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Proficient in utilizing technology including Microsoft Word, Excel, and Google Suite
• Effective time management skills
• Excellent listening skills and verbal and written communication skills
• Outgoing and personable
• Demonstrate commitment to equity and inclusion in all interactions and communications
• Ability to work effectively in a changing environment, including some evenings and travel as needed
• Effective planning and implementing skills and ability to prioritize activities
• Excellent problem-solving skills
• Punctual and attendant to detail
• Proficient in Microsoft Office Suite
• Impeccable ethics, professionalism, and confidentiality
• Effective working with a team as well as independently

EDUCATION and/or EXPERIENCE:

• High school graduate or equivalent; one to three years of general office work experience
• Associate’s or Bachelor’s degree in Business Administration or related field preferred.
• Project Management Certification or willingness to obtain certification.
• Must have experience with Google Suite and Microsoft Office Suite with strong typing skills.
• Must be proficient with technology.

OTHER SKILLS and ABILITIES:

The ability to operate a computer on multiple platforms is a must. Ability to communicate clearly and concisely, both orally and in writing. Ability to take initiative and work with a team. Ability to perform duties with awareness of all Intermediate Unit requirements and Department of Education policies.

LANGUAGE SKILLS:

Ability to read, analyze, and interpret general and educational documents, data sets, technical procedures, government regulations, and procedural manuals. Ability to write professional routine reports and correspondence. Ability to effectively communicate and present information and respond to questions.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs or charts.

REASONING ABILITY:

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

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 essential functions.

While performing the duties of this job, the employee is regularly required to sit, talk or hear. The employee occasionally will stand or walk. The employee is occasionally required to reach with hands and arms and will frequently repeat the same hand, arm, or finger motion such as when typing. The employee should be able to lift/move objects weighing up to 25 pounds. Employee will frequently interact with the public and other staff members. Specific vision abilities required by this job include close vision.

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 essential functions.

The noise level in the work environment is usually moderate. The employee is frequently required to interact with professional staff. Driving is required. The employee must be able to maintain a vehicle and an appropriate license to drive.

Job Type: Full-time

Pay: $40,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement

Schedule:

• Monday to Friday

Ability to Commute:

• Canton, PA 17724 (Required)

Ability to Relocate:

• Canton, PA 17724: Relocate before starting work (Required)

Work Location: In person

Salary : $40,000 - $55,000