What are the responsibilities and job description for the Administrative Assistant to the Chief Financial Officer (CFO) position at Pawtucket Public Schools?
Administrative Assistant to the Chief Financial Officer (CFO)
FLSA Status: Non-union, Non-Exempt, 12-month position
The Administrative Assistant to the Chief Financial Officer (CFO) provides confidential clerical, secretarial, and administrative support to the CFO and, as needed, to the Controller. This position ensures the smooth operation of the CFO’s office, effectively manages resources, and maintains a high level of professionalism. The role also involves collaborating with other administrative staff to support broader departmental goals. The Administrative Assistant reports directly to the CFO.
Essential Job Functions
Perform secretarial and administrative duties, serving as a primary resource to the CFO and Controller.
Manage and monitor appointments, meetings, and events within Google Calendar or other scheduling systems for the CFO.
Maintain a confidential filing system for administrative, financial, and school-related records.
Process and maintain liability reports, and other financial documentation as directed by the CFO.
Provide reports as requested by the CFO, Controller, or other administrative staff.
Manage special projects assigned by the CFO, ensuring timely and accurate completion.
Process and maintain purchase orders and financial records for the department.
Collaborate with the Controller on budget-related activities and financial reporting tasks.
Read and screen incoming correspondence, prioritize tasks, and handle routine matters independently.
Establish and maintain effective communication with internal staff, external stakeholders, and the general public.
Act as a liaison between the CFO and other departments to ensure alignment of objectives and smooth operations.
Perform other tasks as assigned to meet the needs of the Pawtucket School Department and its students.
Knowledge, Skills, and Abilities
Ability to maintain confidentiality and exercise discretion in handling sensitive information.
Ability to learn new software applications ex. MUNIS, Skyward etc.
Strong organizational skills with attention to detail, consistency, and accuracy.
Proficiency in Microsoft Office Suite and Google Workspace (Docs, Sheets, Slides, etc.).
Skilled in creating and maintaining accurate records and reports.
Strong interpersonal and customer service skills, with the ability to work effectively with employees, supervisors, and the general public.
Effective oral and written communication skills, including professional correspondence.
Ability to manage multiple tasks and prioritize in a fast-paced environment.
Problem-solving skills and the ability to make sound decisions independently.
Required Qualifications
High School Diploma or equivalent.
3-5 years of experience in an Executive Assistant, Administrative Assistant, or similar role.
Proficiency with office technology, including Microsoft Office Suite and Google Workspace.
Flexibility to work beyond normal business hours if necessary.
Preferred Qualifications
Bi-lingual abilities to enhance communication with diverse populations.
Previous experience in a school or municipal setting.
Physical Requirements/Work Environment
Frequently required to stand, sit, and walk in an office setting.
Occasionally lift or carry items weighing up to 25 pounds.
Specific physical abilities include close vision for working with computer monitors for extended periods and clear verbal communication in person and over the phone.
This role requires a professional who can efficiently manage multiple responsibilities in a dynamic environment while supporting the CFO in achieving the financial and administrative objectives of the Pawtucket School Department.
