Administrative Assistant to Director of Finance

226 Workday Calendar

8 hours per day

Job Title: Admin. Asst. to the Director of Finance Exemption Status/Test: Nonexempt
Reports to: Director of Finance Date Revised: December 2021
Dept./School: Central Office/Business Office
Primary Purpose:
Work under minimum supervision to provide advanced clerical services to the Director of
Finance. Handle confidential information and engage in frequent contact with all levels of
district employees, outside agencies, and the public.
Qualifications:
Education/Certification:
High school diploma or GED
Special Knowledge/Skills:
Knowledge of school district organization, operations, and administrative policies
Ability to read and comprehend instructions, correspondence, and memos
Ability to make independent decisions regarding planning, organizing, and scheduling
Excellent public relations, organization, communication, and interpersonal skills
Ability to use software to develop spreadsheets, perform data analysis, and do word
processing
Ability to multi-task numerous complex administrative activities
Experience:
1 year or more advanced secretarial experience with extensive contact with people
Major Responsibilities and Duties:
Clerical Support
1. Prepare correspondence, forms, manuals, reports, presentations, and other documents for the
Director of Finance.
2. Schedule appointments and maintain the Director’s calendar.
3. Make travel arrangements including making hotel reservations and turning in conference
registration forms.
4. Assist Director with purchasing, including entering vendor profiles and requisitions, and
working with purchasing cooperatives to obtain quotes and submitting purchase orders.
5. Perform data entry functions including electronic deposits, and simple accounting entries.
6. Maintain the business office website.
7. Assist Director with reconciling bank statements
8. Assist Director with management of the district's purchasing card program.
9. Assist Accounts Payables Clerk and Payroll Coordinator.
Reception and Phones
10. Answer incoming calls and greet visitors. Respond to routine inquiries from the public and
staff and refer appropriate inquiries or problems to the Director of Finance.
Policy, Reports, and Correspondence
11. Compile pertinent data used to prepare various required state and local reports.
12. Prepare purchase orders as directed.
13. Compile, maintain, and file (electronically) all reports, records, and other documents as
required.
Other
14. Comply with policies established by federal and state laws and regulations, and local board
policy.
15. Maintain confidentiality.
16. Follow district safety protocols and emergency procedures.
Supervisory Responsibilities:
None.
Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional
reaching
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours; occasional district wide travel
Mental Demands: Work with frequent interruptions; maintain emotional control under stress
This document describes the general purpose and responsibilities assigned to this job and is not
an exhaustive list of all responsibilities and duties that may be assigned or skills that may be
required.