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Senior Administrative Assistant, Financial Services/Audit


The State Board for Educator Certification will require all first time applicants for an initial credential to be fingerprinted as part of a national criminal background check. A cost of up to $49. 00 will be charged for fingerprinting.
PRIMARY PURPOSE:
To provide administrative support services for the Chief Financial Officer and Director, Internal Auditor and facilitate the efficient operation of the Finance and Internal Audit Departments. Handle confidential information and maintain outstanding, professional communication with multiple stakeholder groups.
MAJOR RESPONSIBILITIES AND DUTIES: GENERAL QUALIFICATION GUIDELINES
  • Assist Chief Financial Officer (CFO) in all facets of responsibility areas. Assure CFO is where he/she needs to be, when he/she needs to be, and with all back up materials needed for the meeting.
  • Assist Director, Internal Audit with administrative support needs.
  • Plan ahead and anticipate what work will need to be completed in time for the CFO s and Director s office to meet its commitments. Such awareness needs to be reflected in appropriate schedule setting, materials preparation, supply ordering, facilities booking, etc. to allow the office to function smoothly.
  • Independently prepare and set up for meetings which includes assembling and delivering materials, assuring equipment is set up and functioning, building is open in time to greet participants, create name badges, and scheduling rooms.
  • Perform administrative duties such as, but not limited to, assist CFO and Director with his/her email (if applicable); block spam; bring urgent items to forefront and route as appropriate; schedule meetings and travel arrangements, organize and maintain office file systems, answer phones, route and field phone calls, maintain file for pending items, transcribe minutes from meetings, open and sort mail, and perform a variety of typing tasks in preparation of correspondence, forms, reports, etc.
  • Compile pertinent data as needed when preparing various reports and memos for the CFO and Director.
  • Monitor internal audit report statuses to ensure corrective action plans for assigned areas are completed and communicated prior to the completion date.
  • Communicate professionally both verbally and in writing with all levels of district employees, outside agencies, vendors/consultants, and the general public.
  • Prepare board letters, coordinate board agenda items, and update board agenda packet; secure input in timely fashion and proofread submissions.
  • Serve as central point of contact for business and finance departments for all public information requests.
  • Serve as central point of contact for KRONOS edits from staff.
  • Perform accounting functions as assigned.
  • Communicates administrative policies, procedures, standards, and methods including a monthly e-blast to all campuses and departments on upcoming changes in awarded vendors.
  • Assist CFO with all stages of select bids.
  • Assist in the planning or preparation of reports, manuals, and publications including updating the awarded vendors list on the LNet to include effective dates.
  • Prepare, process, and track requisitions through purchase order cycle.
  • Ability to understand and follow District policies, including reporting annually, or as relationships
  • change, all conflicts of interest and family relationships with LISD employees.
  • Prepare presentations using various application packages (e. g. PowerPoint, Prezi, Adobe Professional).
  • Assist with department budget, maintain the websites for the departments assigned, maintain LNET page, and place/receive/screen phone calls for CFO and Director.
  • Greet and direct visitors and staff as needed. Assist other staff members in the office, when needed.
  • Demonstrates regular and prompt attendance.
  • Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES:
  • None

GENERAL QUALIFICATION GUIDELINES
Education/Certification/Experience:
  • Graduation from an accredited high school or GED. Some college preferred.
  • Progressively responsible experience in administrative support work.

Knowledge/Skills/Abilities:
  • Knowledge of word processing, data entry, and file maintenance skills, including the ability to maintain accurate and auditable administrative, financial, and student records; basic bookkeeping/accounting principles and practices.
  • Skills in organizational and interpersonal relations; emphasizing the ability to communicate pleasantly and effectively with public, parents, and staff members.
  • Ability to maintain confidentiality; use personal computer and software to develop spreadsheets; maintain and update databases; accomplish word processing tasks; prepare presentations, stay free of any conflicts of interest in work duties and access e-mail and Internet applications.

Mental/Physical/Environmental Demand:
  • Needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
  • Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
  • Frequently communicates with other employees or public. Must be able to exchange accurate information.
  • Ability to understand, remember, and communicate routine, factual information.
  • Ability to organize and prioritize own work schedule on short-term basis.
  • Ability to make decisions which have moderate impact on immediate work unit.
  • Ability to compose letters, outlines, memoranda, and basic reports and/or to orally communicate technical information.
  • Ability to communicate with individuals utilizing a telephone, computer or other electronic device.
  • Use standard office equipment including personal computer and peripherals.
  • Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting.
  • Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.
  • Occasional light lifting and carrying (less than 15 pounds).
  • Work with frequent interruptions.
  • Maintain emotional control under stress.


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