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Fort Worth ISD · 2 days ago

Executive Assistant Business and Finance

Fort Worth, TX

Full-time

Onsite

Senior Level

$52K/yr - $62K/yr

5+ years exp

Fort Worth ISD is seeking an Executive Assistant for their Business and Finance department. The role involves providing comprehensive administrative support to the Chief Financial Officer, including managing correspondence, preparing reports, and coordinating meetings while ensuring high levels of customer service and confidentiality.

Responsibilities

Composes letters, memos and board agenda items

Compiles and generates reports, statistics, timelines, tables, graphs, correspondence, and presentations; prepares periodic reports regarding related division activities

Arranges and coordinates in-person and virtual meetings and conferences; maintains calendar of meetings and prepares follow-up materials

Prepares and maintains forms and records including personnel and payroll information

Maintains office files in a systematic and confidential manner

Monitors and processes time records including leave requests and reports. Compiles information and submits to central office according to established procedures and deadlines

Compiles, maintains, and files all reports, records, and other documents as required. Maintains division records according to established procedures

Acts on open records requests and grievance filings by distributing to the appropriate department, following up on the request, and submitting to the legal department by due date

Provides high level customer service and maintains confidentiality when answering incoming calls from employees, community members, government officials, parents, administrators and others

Exercises active listening skills, attentive to details in order to address and diffuse difficult situations with the caller

Exercises good judgment in assessing when a call needs to be escalated to a higher level

Takes reliable messages, and refers callers, as appropriate, to other staff or other District personnel

Schedules meetings and appointments and maintains calendar for Lead Executive Director

Assists with division budget preparation and maintains accurate records of expenditures. Prepares and processes purchase orders and receives, stores, and issues supplies and equipment

Prepares and processes division payroll submissions in a timely manner; acts as liaison for the division with regard to division payroll issues

Maintains inventory of fixed assets, equipment, and supplies

Assists with planning, preparation, and setup of staff meetings and division activities

Sorts, distributes, or delivers mail and other documents

Assists with setting up computer to connect with audio visual equipment for presentations

Performs preventive maintenance on tools and equipment and ensures equipment is in safe operating condition

Follows established safety procedures and techniques to perform job duties including lifting and climbing; operates tools and equipment according to established safety procedures

Corrects unsafe conditions in work area and promptly reports any conditions that are not immediately correctable to supervisor

Monitors the work of division secretaries and clerical aides

All Fort Worth ISD employees must maintain a commitment to the District’s mission, vision, and strategic goals

Exhibits high professionalism, standards of conduct and work ethic

Demonstrates high quality customer service; builds rapport/relationship with the consumer

Demonstrates cultural competence in interactions with others; is respectful of co-workers; communicates and acts as a team player; promotes teamwork. Responds and acts appropriately in confrontational situations

Performs all job-related duties as assigned and in accordance to the Board rules, policies and regulations. All employees are expected to comply with lawful directives in rare situations driven by need where a team effort is required

Qualification

Microsoft Office 365Budget control methodsRecords administrationInterpersonal relationshipsBilingual (English/Spanish)Active listeningTime managementAttention to detailEffective communicationConfidentiality

Required

Accredited High School diploma, GED, or Texas Certificate of High School Equivalency

5 years' office experience, preferably in a related field

Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar

Knowledge of multicultural diversity issues in the work place

Knowledge of records administration and maintenance techniques and procedures

Knowledge of budget control methods, policies, and procedures

Skill in interpersonal relationships, including using tact, patience, and courtesy

Skill in active listening; taking time to understand the points communicated, asking questions as appropriate, and not interrupting at inappropriate times

Skill in performing mathematical and statistical calculations with accuracy

Skill in working with initiatives that require collaboration with district and outside agencies and organizations

Skill in talking to others to convey information effectively

Skill in managing one's own time and the time of others

Skill in completing assignments accurately and with attention to detail

Skill at the intermediate level, working with Microsoft Office 365, especially Outlook, PowerPoint, Excel, and Word

Ability to process and handle confidential information with discretion

Ability to handle difficult and stressful situations with professional composure

Ability to work under pressure and meet close deadlines

Ability to maintain records of materials, supplies, time, and work performed

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

Ability to plan, assign, and/or supervise the work of others