Executive Assistant / Position Control & ARMAC Coordinator

JOB GOAL:

The Executive Assistant / Position Control & ARMAC Coordinator provides executive-level support to the Chief Deputy Finance & Operations Officer by managing a range of confidential, administrative, and technical tasks. Additionally, serves as the Position Control and ARMAC Coordinator, ensuring accuracy and compliance in personnel and financial operations. Demonstrates initiative and sound judgment within assigned authority, taking responsibility and performing tasks with minimal supervision and performs other related duties as assigned. 

School/Department: Office of Chief Deputy Finance & Operations Officer

FLSA: Exempt

Reports to: Chief Deputy Finance & Operations Officer

Job Code: 1710

Salary Schedule: Schedule 804 Range 116

Work Days/Work Hours: Monday – Friday (8 hours per day)

TERMS OF EMPLOYMENT: Twelve (12) month contract (245 days) Plus Benefits Package NOTE: Precise placement on the salary schedule will be determined based on experience. Salary Range: $47,924 – $83,267.

MINIMUM QUALIFICATIONS: 

1. Minimum Academic Requirement – Bachelor’s degree in Accounting, Business Administration, Finance, or related field of study. Master’s Degree preferred. 

1. Minimum Experience Requirement – The district seeks a highly qualified professional with at least 10 years of demonstrated progressive experience in one or more of the following fields: accounting, business administration, finance, or office management. 

1. Advanced proficiency in computer skills, including MS Office and Google applications. Strong working knowledge of PowerSchool EFP (eFinance) and its functionalities. Expertise in executive assistant procedures and office management techniques, with a keen eye for correct grammar, punctuation, spelling, and proofreading. Skilled in electronic record-keeping, filing systems, and applying general finance and accounting 

1. Demonstrated skill and ability to communicate effectively, both verbally and in writing, with diverse groups, including top-level administrators and Board Proficient in preparing clear and accurate written communications, drafting documents, and completing assignments with attention to detail. Strong analytical and independent judgment skills, with the ability to establish and maintain files, manage time effectively, and prioritize multiple tasks. Capable of coordinating multiple projects simultaneously, researching and applying relevant laws, regulations, policies, and procedures related to administrative operations. Experienced in accurately recording and transcribing meeting minutes, sourcing and analyzing community data, and fostering cooperative working relationships.

Such alternatives and additions to the above qualifications may be deemed appropriate by the Superintendent. Such alternatives to the above qualifications as the Board may require.

 ESSENTIAL DUTIES AND RESPONSIBILITIES:

Little Rock School District (LRSD) assures Equal Employment Opportunities and equal education opportunities for employees and students, as Federal and State Laws require. The following statements of duties and responsibilities describe the general nature and level of work by individuals assigned to this position. These statements are not an exhaustive list of all duties and responsibilities required within this position.

1. Maintains the CDFOO’s office Pro-Card; Prepares all necessary documentation and reports for the CDFOO approval; Reviews Pro Card Reports for CDFOO directors for accuracy before submitting to CDFOO for approval and forward to Financial Services for payment. Processes payments for goods and services purchased by CDFOO office and other departments as directed. 

1. Develops and prepares school and departmental budget worksheets; Provides correspondence to appropriate budget managers with pertinent submission deadline; Reviews budget worksheets before submitting to Financial Services for upload into annual expenditure budget; Monitors school budgets for adjustments after October 1st enrollment.  

1. Submits and reviews electronic travel requests for direct reports; assists with expense reconciliation upon travel completion. 

1. Responsible for the preparation, maintenance and submission of Absence Reports of employees under the direction of the CDFOO. Prepares weekly employee absences online; submits a printed copy with back-up leave documentation forms to the CDFOO for approval and files in an organized manner. 

1. Assist with submittal of work orders for any maintenance related issues for administration building. 

1. Screens and reviews applications for all school bookkeeper vacancies; Prepares matrix worksheet which compares applicants with minimum qualifications based on position announcement; Forwards matrix to hiring supervisor to assist in interview process assists schools/department staff with budgets. 

1. Assists with preparation of Board agenda items for the CDFOO and other departments as assigned. Performs research/audit assignments and prepares reports as needed. 

1. Processes all TalentEd Requests in eFinance to create new positions and/or increase/decrease authorized FTE; maintains and reviews centralized Position Control Log for creation and maintenance of positions and budgets. 

1. Works directly with Human Resources and Payroll to ensure accuracy and availability of positions for generating Vacancy Documents for new hires, transfers, and separations. 

1. Conducts periodic position control review rosters with Departments to reconcile position control with Department’s Manifest Roster due to resignations and/or budget funding changes or reductions. 

1. Collaborates with Financial Services, Federal Programs, and Grants for determination of position funding per Arkansas Financial Accounting Handbook; notifies Financial Services when payroll redistribution is necessary due to a position control funding change. 

1. Provides user support in all aspects of Position Control; develops training documents; assists administrators, directors and other designated staff with Vacancy, Budget, Attendance Tracking and Staffing Reports; conducts training as directed by CDFOO. 

1. Collaborates with Information Services to troubleshoot issues in report definition and to verify end-user access for eFinance. 

1. Updates personnel screen annually and quarterly for each ARMAC participant and submit roster to ADE; Coordinates annual training for new and existing employees in ARMAC; Update personnel screen for ARMAC designation after each payroll run; Monitors ARMAC Random Survey Moments for participant email response to prevent loss in school district reimbursement of Medicaid funds. Verify and obtain signature for quarterly reimbursement certification and return in a timely manner. 

1. Updates and submits annual employee file upload to Vector Solutions SafeSchool for online professional development video library. Update employee database with new hires, transfers and terminations. 

1. Perform any duties and responsibilities that are within the scope of employment, as assigned by Supervisor and/or Superintendent of Schools, and not otherwise prohibited by law or regulation. 

PHYSICAL REQUIREMENTS (Describes physical conditions of this position):

? Sedentary Work  Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull or move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

• Light Work Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as Light Work.
• Medium Work Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move
• Heavy Work Exerting up to 100 pounds of force occasionally, and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move
• Very Heavy Work Exerting in excess of 100 pounds of force occasionally, and/or in excess of 50 pounds of force frequently, and/or in excess of 20 pounds of force constantly to move objects.

PHYSICAL ACTIVITY:

(Physical activities of the job are listed below and are with or without accommodations for disabilities for this position. The frequency of each applicable activity is noted according to the following: R = Regularly; F = Frequently; O = Occasionally, S = Seldom)

Salary : $47,924 - $83,267