Administrative Assistant for Deputy Superintendent / Chief Financial Officer

Administrative Assistant for Deputy Superintendent / Chief Financial Officer

Have you got what it takes to succeed The following information should be read carefully by all candidates.

Location : EAC (Education and Administration Center)

Recruiting Start Date : 08 / 08 / 2024

Estimated Start Date : 09 / 06 / 2024

Supports the Deputy Superintendent / Chief Financial Officer in day-to-day administrative functions of their department including but not limited to : budget, committee support, planning, supervision and support of department, and other district leadership.

Microsoft Office Suite proficiency, particularly in Word, Excel, Outlook, and PowerPoint are imperative in this position.

The following statements are illustrative of the essential functions of the job and other key duties that may be required :

• Reports consistently for work as scheduled
• Performs other duties as assigned
• Attains proficient or higher evaluations on established Performance Standards
• Acts as liaison between the Superintendent, staff, and community to ensure accurate and timely communication of information
• Answers telephone and greets visitors, providing information and routing inquiries as appropriate
• Attends professional meetings, seminars, and workshops
• Communicates with the public on behalf of the Deputy Superintendent, as appropriate
• Creates, updates, prepares, collates, analyzes, and processes reports related to job-specific responsibilities
• Coordinates travel arrangements for the Deputy Superintendent / Chief Financial Officer
• Develops and publishes meeting schedules and agendas for meetings facilitated by the Deputy Superintendent
• Drafts response correspondence for, and sends any official written correspondence of, the Deputy Superintendent / Chief Financial Officer in their official capacity
• Maintains accurate email distribution lists
• Maintains financial records for all Deputy Superintendent / Chief Financial Officer budget accounts and makes disbursements as needed and / or requested
• Maintains office files for the Deputy Superintendent / Chief Financial Officer
• Opens, sorts, and distributes mail for the Deputy Superintendent / Chief Financial Officer
• Orders office and other supplies as needed
• Performs all duties as a certified Notary Public
• Performs as key player in crisis response situations
• Performs routine activities related to departmental functions and job-specific responsibilities
• Prepares and processes data and reports related to job-specific responsibilities
• Prepares correspondence, reports, and updates lists related to job-specific responsibilities
• Provides assistance to district staff consistent with job-specific responsibilities
• Provides assistance to other department office staff
• Provides online research as requested
• Provides planning and coordination of the Deputy Superintendent’s schedule
• Provides support for other department secretaries and Education and Administration Center administrative assistants as needed
• Records notes from various leadership meetings and distributes notes of said meetings to all attendees
• Responds to inquiries and provides direction to administration, support staff, and others who call for clarification or interpretation
• Responds to phone inquiries and directs appropriate administrative responses through the Deputy Superintendent
• Serves as receptionist for the Deputy Superintendent’s office and frees the Deputy Superintendent of unnecessary interruptions
• Serves as resource person for the Deputy Superintendent, district staff, and district community
• Supervises clerical help in the office of the Deputy Superintendent
• Updates 20Net content that corresponds to the work of the Deputy Superintendent

Knowledge, Skills, and Abilities :

• Ability to create, access, input, retrieve, and manipulate information in various software systems
• Ability to establish and maintain effective working relationships with supervisors, coworkers, administrators, departments, other agencies, and the general public
• Ability to follow oral and written instructions
• Ability to greet and interact with the public in a courteous and professional manner
• Ability to maintain confidentiality
• Ability to manage simultaneous demands and set clear priorities
• Ability to operate standard office equipment, performing a wide range of tasks
• Ability to prepare correspondence on routine matters
• Ability to work flexible and extended hours
• Advanced knowledge of technology and related software utilized within the department
• Demonstrates discernment, excellence, honesty, integrity, patience, perseverance, respect, responsibility, and trustworthiness
• Detail-oriented
• Energetic, creative, innovative, flexible
• Excellent cooperative, collaborative, and problem-solving skills
• Experience with district policies and procedures
• Knowledge of and demonstrated successful experience in human relations and communications
• Knowledge of office methods and procedures, to include appropriate telephone etiquette
• Knowledge of record keeping and filing techniques
• Strong organizational, interpersonal, written, listening, and verbal communication skills
• Strong spelling, punctuation, and grammar skills

Work Environment :

• The noise level in the work environment may alternate among quiet, moderate, and loud.
• The incumbent is frequently required to interact in person and through communication methods with the students, public, and / or other staff.
• The incumbent is required to work scheduled school / work hours and / or days.
• The incumbent may be required to work extended school / work hours and / or days as directed.
• Work is generally performed within a standard office environment.

Physical Demands :

• Sits, stands, walks, stoops, kneels, and crouches / squats while performing duties
• Has oral and auditory capacity enabling interaction interpersonally and / or through communication devices
• Uses eyes, hands, and finger coordination enabling the use of equipment and writing utensils

Cognitive Functions :

The following are some of the cognitive functions commonly associated with this position :

The staff member may be required to analyze, communicate, compare, compile, compute, coordinate, copy, evaluate, instruct, negotiate, synthesize, reason, and use interpersonal skills.

Required Qualifications :

High school graduate - high school diploma or equivalent, Professional Office Experience

Preferred Qualifications :

Experience serving at the level of Executive Secretary or higher, Secretarial Experience in K-12 education

Compensation Range : $27.71-29.10

Scheduled Weekly Hours : 40

Hours per Day : 8.0 hour(s) per day

Number of Days per Year : 260 days M-F

Benefits Eligibility : Full-time - Regular

FLSA Status : United States of America (Non-Exempt)

How to Apply :

New applicants (including current district staff members) must use the Workday application portal. Documents emailed directly to a supervisor will not be considered for application purposes and will not receive a response.

A completed online application also includes the following uploaded documents in PDF format :

A current resume

Please do not call to request site visits or interviews at the school / location. Please direct all inquiries via the email address indicated on the posting

Hiring Manager Email : [email protected]

About Us

Academy District 20, founded in 1957, is the largest school district in the Pikes Peak Region. With 40 schools, the district serves approximately 26,000 students.

Our Mission

We educate and inspire students to thrive.

Our Values

• We believe people are the heart of our success.
• We believe relationships matter.
• We believe in quality education.

Our Vision

We provide creative and personal learning opportunities, accessible to all students, preparing them to thrive in an ever-changing world.

Due to the large number of applications we receive, we are unable to contact those applicants not selected for interviews.

Thank you for your understanding.

Please note fingerprinting and background checks are required for all positions.

Explanations of benefits and benefits eligibility can be found in the most recent benefits guide on the Employee Benefits page of the ASD20 website.

Academy District 20 is an Equal Opportunity Employer.

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