Executive Assistant, Financial Services

Job Title: Executive Assistant - Financial Services

Position Function: Directly reports to the Chief Financial Officer. Performs a wide variety of duties, some of a confidential nature that may be required but not limited to answering phones, advanced computer functions, typing, filing, copying, distributing mail, proofreading, editing, compiling and preparing reports, maintaining supervisor's appointment calendar, composing and responding to correspondence, scheduling meetings, organizing materials for meetings, serving as recordkeeper, and assisting department relative to any function requested or needed.

Employee Punctuality and Appearance

• In order for schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave
• Any deviation from assigned hours must have prior approval from the employee's supervisor or building administrator
• All employees are required to report to work dressed in a manner that reflects a positive image of USD 259 and is appropriate for their position

Additional Duties: Assists with additional duties as assigned by supervisor.

Equipment: This position may require the ability to use SMART boards and iPads in addition to basic office equipment such as computers, copiers, scanners, and fax machine. Must always comply with USD 259's guidelines for equipment use.

Travel: Occasional travel between schools and central offices may be required.

Physical and Mental Demands

• Occasional overtime required
• Attendance at required departmental meetings

Knowledge, Skills, and Abilities

• Ability to communicate effectively both verbally and in writing
• Excellent people person and excellent telephone skills
• Listen well to others
• Able to maintain confidentiality
• Ability to produce computer generated reports and correspondence
• Knowledge of schools, procedures, needs, and issues
• Attention to organization and detail
• Ability to perform a variety of tasks and change assignments on short notice, perform under deadlines and work in a calm and efficient manner
• Displays a significant degree of professionalism and confidentiality
• Ability to conform to proper standards of professional dress and appearance
• Knowledge of company's mission, purpose, goals and the role of every employee in achieving each of them

Interrelations

• Contact with personnel within the district and with customers and vendors
• Will be working under the direct supervision of the department supervisor in order to complete day to day tasks
• Will be working with a diverse population requiring the ability to handle all situations with tact and diplomacy
• Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues
• Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service

Essential Performance Responsibilities

• Manage the CFO's calendar, scheduling appointments, and coordinating meetings with internal and external stakeholders.
• Organize and prepare materials for meetings, including agendas, reports, and presentations.
• Handle communications on behalf of the CFO, including drafting emails, memos, and other correspondence.
• Screen and prioritize incoming calls and emails, responding or redirecting as appropriate.
• Maintain and organize confidential files and documents related to budgeting, financial planning, and other department-specific records.
• Prepare, edit, and proofread reports, presentations, and other documentation required by the CFO.
• Ensure proper archiving of documents in compliance with district policies and record retention requirements.
• Support the CFO and finance team with project tracking and deadline management for ongoing initiatives.
• Assist in organizing cross-departmental meetings and collaborative efforts for major projects, including the annual budget, bond initiatives, building needs assessments, and financial audits.
• Facilitate communication with school principals and administrators regarding budgeting and financial reporting needs.
• Support the CFO in managing workflows related to position control, financial system updates, and policy changes.
• Prepare and manage board materials related to financial reporting, budgeting, and other key initiatives.
• Coordinate logistics for board meetings, including assembling financial documentation and other required materials.
• Work closely with the public relations team to review and approve district financial communications.
• Assist the CFO with presentations and materials for public speaking engagements and district events.
• Provide support for ad hoc requests, special projects, and data analysis as directed by the CFO.

Qualification Profile

• High School Degree or GED required
• Bachelor's degree in Finance, Accounting, or Business administration or a relevant area preferred
• Previous clerical experience required

FLSA Status: Non-Exempt