Secretary to the Chief Financial Officer

Job Title: Secretary to the Chief Financial Officer
Reports to: Chief Financial Officer
Dept./School: Administration Office
Contract: 223 Days
Pay Grade: 205

Primary Purpose:

Under moderate supervision, organize and manage the routine work activities of a central administrative department and provide clerical support to the CFO.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient skills in keyboarding, data entry, word processing, and file maintenance

Ability to use software to develop spreadsheets and databases, and do word processing

Ability to prioritize workflow to address the multiple needs of the supervisor or the department

Ability to multitask numerous complex administrative activities

Basic math skills

Effective communication and interpersonal skills

Major Responsibilities and Duties:

Records, Reports, and Correspondence

• Prepare correspondence, forms, reports, manuals, and presentations for the CFO and assist the business department with these same tasks, as needed.
• Compile, maintain, and file all reports, records, and other documents as required.

Accounting

• Perform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations.
• Order office supplies and program equipment for the business department.
• Monitor and process personnel time records, including leave requests and reports, and submit them in accordance with district procedures.

Other

• Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
• Maintain a schedule of appointments and make travel arrangements for the CFO and the business department staff, as needed.
• Make meeting arrangements for department activities, including preparing materials, scheduling, and setting up facilities, and arranging equipment.
• Receive, sort, and distribute mail and other documents for the CFO.
• Maintain confidentiality of information.
• 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 the 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

Other Information:

The District contributes $330 monthly toward the cost of the employee-only health insurance, which is $105 more than the state-required amount of $225/month. All employees in this position receive free treatment at any Next Level Urgent Care.