Administrative Assistant to the Chief Financial Officer

Urbana School District

TITLE: Administrative Assistant to the Chief Financial Officer

LOCATION: USD Central Office

SUPERVISOR: Chief Financial Officer

JOB SUMMARY: Under the direction of the Chief Financial Officer, the Administrative Assistant provides clerical support of a confidential nature and communicates budget, finance, and policy information to other department members, district offices, and school buildings.

ESSENTIAL FUNCTIONS: To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

• Perform general secretarial duties to include prepare and distribute business office memos
• Keeps records of general business office and reports to internal and external departments and agencies
• Prepare reports and presentations for the Board of Education
• Assist with preparing the budget by double checking that the information is in the correct cells on the state budget form
• Prepare the Annual Statement of Affairs
• Assist the Chief Financial Officer with the annual Transportation claim
• Assist the Chief Financial Officer in addressing inquiries from district administrators and personnel
• Coordinate and process the annual renewals for the following insurance policies:builders' risk, fleet liability, collision, general liability, professional liability, boiler, machinery, student athletics, and any other insurance files for the district excluding employee insurance plans.
• Responsible for maintenance of business records and files
• Responsible for placing advertisements for bids in the newspaper, scheduling and handling the bid opening and maintaining the bid files
• Process bills for payment for phones, insurance policies covered by the Business Office, and monthly bid pay requests
• Prepares and coordinates all business office policy and procedures
• Manage all aspects of the food service program to include annual applications, trainings, clerical instructions for free and reduced processing, audits, & monthly downloads for directly certified students
• Submit resolutions to the Board of Education for disposal of equipment monthly
• Keep track of list of contracts over $25,000 for the website
• Performs other related duties consistent with the position

REQUIRED QUALIFICATIONS:

EDUCATION

Minimum of a High School Diploma or Equivalent

EXPERIENCE

• Administrative Secretarial experience and training preferred
• Prior job-related experience with increasing levels of responsibility

OTHER SKILLS AND ABILITIES:

• Excellent communication, presentation and listening skills
• Must be proficient in the use of Microsoft Office Applications
• Must be proficient in use of internet and email applications as it complies with computer skills
• Ability to multi-task, handle interruptions, or work on several tasks within a given time
• Ability to work effectively and efficiently with a variety of different personnel at the District
• Ability to interact with a wide variety of people from diverse backgrounds
• Strong attention to detail and excellent organizational skills

TERMS OF EMPLOYMENT:

• Benefit information can be found on the Human Resources webpage.
• This is a position not within the collective bargaining unit and is not an administrative position.
• Work days stipulated on the 12 month work calendar
• Salary is commensurate with experience
• 8 hours per day

Evaluation: Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of support personnel.

Revised: March 2025