Executive Assistant - CFO

JobID: 16716

Position Type:
ProTech (Non-Certified)

Date Posted:
1/27/2025

Location:
Financial Services

Position Summary:
The Executive Assistant reports to the Chief Financial Officer (CFO) and is responsible for providing administrative support to the CFO, Controller, and department, managing department deadlines and reporting requirements, interfacing with, creating presentations for, and providing documentation to third parties, including district auditors, the City of Oklahoma City, OKCPS board members, and other key stakeholders. This position is also responsible for the activities, in support of the CFO, related to the District's administrative activity fund.

Essential Duties:

• Prepares correspondence, memos, reports, proposals, and letters, maintaining confidentiality when necessary.
• Makes contacts of a sensitive, complex, and confidential nature.
• Tracks, creates, and submits Board agenda items in an accurate and timely manner. Coordinates efforts to receive formatted and accurate documentation needed by department Directors or assigned staff in a timely and effective manner.
• Creates and updates professional presentations as requested by the CFO. Researches outside sources to ensure the most up-to-date data is captured in presentations.
• Creates and maintains various electronic databases as directed by department leaders to help track and refine procedures in the department.
• Provides various services to customers such as assisting customers in securing needed information and documents.
• Maintains responsibility for departmental budget; managing calendars and appointments; event and meeting planning.
• Receives calls, greets visitors and employees as they come into the office/department.
• Resolves non-routine problems in thorough and timely manner; uses discretion and knows who to go to in order to resolve issues and complete tasks. Requires analysis and interpretation of situation and selection of approached.
• Serves as timekeeper for the finance department.
• Assists with the coordination of major events.
• Processes requisitions as needed, goods receipt of invoices, time sheets, etc.
• Schedules appointment, room reservations, meetings and travel arrangements.
• Reconciles pro-card statements and office travel.
• Assists in developing and presenting training related to department-specific functions to all applicable district personnel.
• Understands department/desktop manuals, department webpage, and training materials and provides feedback for improvements and corrections.
• Remains current through self-study or sponsored professional development, keeping informed of business and financial laws, policies, and regulations affecting the business affairs of the District and monitors for adherence and compliance.
• Shares responsibilities of other members of the department/division during peak periods or when there is an overload of duties, or fill in when an individual is away from the work station. Cross trains with co-workers to serve as department back up.
• Assists in SAP system testing for mandated/requested configuration maintenance and updates.
• Identifies and recommends improvements to policies, regulations, and procedures to achieve maximum accuracy, efficiency and internal control.
• Provides training and leadership to other department staff.
• Maintains documentation and filing to provide proper audit trails for all transactions and generates reports as necessary.
• Assists with documentation, maintenance and completion of closing processes (monthly, quarterly or annually) to ensure accurate financial reporting.
• Prepares balance sheet reconciliations documenting identified variances and resolutions, escalating unforeseen variances as appropriate.
• Understands department related policies, regulations, and procedures to achieve maximum accuracy, efficiency and internal control.
• Maintains and develops customer service relationships with both external and internal customers and other departments by responding promptly and courteously to customer needs and expectations. Handles more complex accounting discrepancies and customer service calls.
• Utilizes resources and technology to maximize efficiencies and savings.
• Utilizes teamwork by working collaboratively with fellow employees and others to achieve identified goals and objectives.
• Maintains confidentiality with all sensitive information.
• Develops interpersonal relations by building productive rapport with employees at all levels within and outside the department. All employees are treated with fairness, dignity and respect.
• Performs other duties as assigned.

Minimum Qualifications (Knowledge, Skills and/or Abilities):

• High School Diploma or GED.
• Five (5) years relevant experience.
• Strong experience with Microsoft Office Suite (Word, Outlook, and Excel), particularly Excel.
• Demonstrates dependability by consistently working their set work schedule.
• Ability to perform filing, record keeping tasks, and data entry.
• Excellent interpersonal and written/verbal communication skills, including emails, by phone, and in person.
• Excellent time management skills with the ability to multi-task and prioritize to meet deadlines.
• Strong attention to details and organizational skills.
• Ability to learn and utilize the district software programs and systems in the performance of regular duties.
• Ability to collaborate and work in a team environment and independently.
• Excellent decision making and analytical skills.
• Performs other duties as assigned

Preferred Qualifications (Knowledge, Skills and/or Abilities):

• Associate's or Bachelor’s degree or college courses in accounting, finance, or related field.
• SAP software or other general ledger/accounting/ERP software experience.
• Public education or governmental (fund) accounting knowledge and/or experience.

Physical/Mental Requirements:

• Office duties will be performed in a well-lighted, climate-controlled environment.
• Will require time in office, as well as external meeting locations with community partners or schools throughout the OKC metro area.
• Participation in meetings and activities outside of normal business hours, including weekends and holidays, may be required.
• May be required to work overtime and weekends and holidays.
• Able to bend and stoop, lift 25 lbs, stand and/or sit for extended periods of time.

Reports To: Chief Finance Officer
FSLA Status: Exempt
Compensation: Schedule 807
Work Days: 242
FTE: 8 hours per day