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Secretary/Assistant Superintendent of Operations and FinanceJOB STATUS: OPEN POSTING DATE: 04/24/2026 POSTING NUMBER: 053179 LOCATION: Admin Operations - 709 POSITION TITLE: Secretary/Assistant Superintendent of Operations and Finance
JOB DESCRIPTION:
Organize and manage the routine work activities of the designated Assistant Superintendent and CFO.
DUTIES and RESPONSIBILITIES:

1. Prepare correspondence, forms, reports, manuals, and presentations for the department head and other department staff members.
2. Compile, maintain, and file all reports, records, and other documents as required.
3. Update handbooks, policy manuals, and other documents as assigned.
4. Maintain physical and computerized files, including mailing lists, records, visitor logs, and office communications.
5. Prepare materials for Board of Trustees meetings.
6. Perform routine bookkeeping tasks and maintain department budget records.
7. Prepare and process department purchase orders and payment authorizations.
8. Disperse and monitor multiple budgets and ensure receipt of those funds to departments/campuses.
9. Prepare invoices and post accounts receivable.
10. Coordinate the collection of information required for the renewal of the district's insurance policies.
11. Order and maintain inventory of office supplies and program equipment.
12. Answer and respond to incoming calls, take reliable messages, and route to appropriate staff.
13. Maintain a schedule of appointments and make travel arrangements for department staff.
14. Make meeting arrangements for department activities including preparing materials, scheduling, catering, facility and equipment set up/take down.
15. Receive, sort, and distribute mail and other documents to department staff.
16. Assist staff, parents, and community as needed.
17. Maintain confidentiality of information.
18. Maintain regular attendance.
19. Perform other duties as assigned.

• Three or more years secretarial experience

• High school diploma or GED

• Proficient skills in keyboarding, data entry, word processing, and file maintenance
• Ability to use personal computer and software to develop spreadsheets, databases, presentation programs and word processing documents
• Ability to assist in the creation, refining, editing, and final production of executive level presentations to be delivered to staff, Board of Trustees, and the community
• Ability to prioritize workflow to address the multiple needs of the supervisor or the department
• Ability to multi-task numerous complex administrative activities simultaneously involving both Operations and Finance
• Effective organizational, communication, and interpersonal skills
• Basic math skills

• 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 mouse; occasional reaching
• Lifting: Occasional light lifting and carrying (less than 15 pounds)
• Environment: May work prolonged or irregular hours; occasional districtwide travel
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress