Position Type: Program Assistants/Administrative assistantDate Posted: 3/7/2025Location: Education Service CenterPOSITION AVAILABLE Administrative Assistant to Chief Financial Officer Education Service Center/Finance Department Eight hours of paid work time plus 30 minutes of unpaid lunch time per day 52 weeks per year Program Assistant Terms and Conditions of Employment, Job Level 10 ($70,550 - $90,875) based on the 2024-2025 salary schedule, plus benefits PRIMARY FUNCTION Perform a wide variety of administrative support responsibilities for the Chief Financial Officer. Also plans, develops, coordinates and regularly evaluates finance related functions and processes. ESSENTIAL DUTIES AND RESPONSIBILITIES
- Administrative Support - 45%
- Creates and maintains various electronic and/or hard copy files of data and information related to department functions in a manner that ensures ready access.
- Reception of callers and visitors; materials distribution; information exchange; calendar management and mail screening for the Chief Financial Officer; formatting and composing School Board report cover sheets, correspondence, memos, agendas, and other internal materials.
- Provides backup support to the administrative support team under the direction of the Chief Financial Officer or the Superintendent.
- Maintains good working relationships with building staff, District vendors and the public.
- Provides input, recommendation, coordination and support for the Chief Financial Officer in District budget preparation and the development of reports and presentations as scheduled or requested.
- Maintains record of District's copier fleet and provides basis for Capital budget, analyzing and initiating recommended changes.
- Manages leases and lease payments along with providing detailed backup needed for reporting.
- Manages all forms specific to finance or the Finance department.
- Processes and recommends vouchers, District purchase orders, and District contracts for approval/payment through the office of the Chief Financial Officer.
- Oversight of District Insurance Protection Program - 20%
- Initiates, communicates and monitors activities related to renewal process for District's Property and Liability, Errors and Omissions, and Workers Compensation insurance protection programs.
- Provides detail, records management and recommendations for insurance program maintenance.
- Analyzes insurance billings and coverage options and makes recommendations to the Chief Financial Officer.
- Develops and maintains a system of procedures to ensure adequate protection for District and secures appropriate certificates of coverage.
- Serves as the district contact and liaison for District's Insurance programs, submitting and monitoring claims activities and communicating with insurance company representatives and claimants, as appropriate.
- Acts as liaison between District and Agent of Record.
- Process creation, implementation and evaluation - 20%
- Develops processes and coordinates the implementation and regular evaluation of all financial programs, services and resources in a manner which consistently meets the needs of the division, as well as other stakeholders and District auditors.
- Participates actively with the Finance/Accounting Team in the development of and recognition of best practices.
- Oversees District implementation of best practices, training and evaluation assuming responsibility for the tracking and management of new processes related to the Division.
- Schedules, coordinates and documents the development of Division staff.
- Designs, maintains and oversees implementation of a system of procedures covering finance and communicates through District Finance Reference Guidelines.
- Establishes, communicates and monitors processes to ensure compliance with the legal standards, and District policies, procedures and guidelines.
- Serves as District Contact for all charge accounts.
- Communication - 10%
- Initiates, develops and maintains appropriate communication with the Department team and other stakeholders.
- Manages information for District Finance Website.
- Publishes legal notices required by functions of the Finance department.
- Acts as a liaison between departments within the Division of Finance and other District departments, providing two way communications to ensure timely completion of tasks.
- Troubleshoots problems and makes recommendations regarding programs, services, participants and resources.
- Special Projects - 5%
- Participates in professional organizations and maintains professional expertise.
- Performs other job-related responsibilities as apparent or assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
- Demonstrated exceptional customer service skills including outstanding conflict resolution, responsiveness and follow through.
- Ability to work in a fast-paced environment with continually changing deadlines and requests from a wide variety of sources.
- Excellent organizational, planning, group process and time management skills, and an ability to provide clear, correct answers and direction to others.
- Excellent working knowledge of the department, division and District programs as well as community programs and resources.
- Knowledge of and the ability to accurately apply bookkeeping procedures established at the Division or District level and troubleshoot and resolve bookkeeping problems.
- Knowledge and ability to effectively communicate through a variety of mediums.
- Ability to proof, edit and compose written documents with accuracy for format, content and mechanics.
- High tolerance for stress and the ability to handle multiple and changing priorities with attention to detail and deadlines.
- An ability to work purposefully, confidently and independently within authority and responsibility parameters of the position under minimal supervision.
- Skill and ability to prioritize, assign and expedite work assignments of the secretarial work team, ensuring optimum customer service and office efficiency, through effective analysis of workflow and work direction.
- Ability to assess areas of expertise of team members and utilize their technical skills to improve the performance of the entire team.
- Knowledge of the District's budgeting, financing and accounting policies, procedures and protocols; budgeting procedures specific to the department; and the ability to effectively apply the same in budgeting support responsibilities.
- Familiarity with and ability to access and effectively communicate with a wide variety of outside contacts e.g. legislators, media, law enforcement officials, other school district administrators, community agencies and city officials.
- Ability to integrate information, data and scheduling as requested and serve as a department resource in completing special projects.
- The skill and ability to maintain assigned databases and draw requested data into report form as needed.
- The knowledge, skill and ability to set up, maintain and ensure the security and confidentiality of data and information, particularly personnel-related records.
- An ability to engage and involve various constituencies and thereafter make as many creative changes as are necessary to tailor resources and increase department and District efficiencies.
- A clear and demonstrated commitment to the District mission.
- Performing assigned responsibilities in a manner consistent with the District's mission.
- Advancing the District's mission through careful attention to the key issues of Learning, Environment and Resources.
PHYSICAL DEMANDS/REQUIREMENTS
- Listening and talking in person/on the phone
- Lifting/carrying upt to 10 pounds, ocassioanly up to 50 pounds
- Working/Looking at computer monitor
QUALIFICATIONS
- High school diploma or GED equivalent.
- Post high school education equivalent to an associate's degree in areas related to accounting/administrative support preferred.
- Three years experience as a secretary or administrative assistant in an office management capacity.
- Experience in oversight of work direction and workflow management.
- Experience in a K-12 school setting desired.
- Extensive experience using a wide variety of computer databases, spreadsheets and word processing programs.
- Experience working with the coordination of insurance products/services preferred.
APPLICATION PROCEDURE Apply on-line Anh Tran Human Resources Program Director 4148 Winnetka Avenue North New Hope, MN 55427 POSTING OPEN UNTIL FILLED Equal Opportunity Employer Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We would encourage you to apply, even if you don't believe you meet every one of our qualifications described. Equity is one of District 281 core values and is essential to our goal of putting children first to ensure college and career readiness. A diverse workforce fuels innovation and allows us to better understand, communicate with, and educate our students. District 281 will not deny anyone the opportunity for training or employment because of sex, race, religion, color, creed, national origin, marital status, age, sexual preference, disability, or status with regard to public assistance.