Executive Administrative Assistant

Summary

The Executive Administrative Assistant is a skilled professional that plays a crucial role in supporting the Assistant Superintendent for Business Services by handling administrative tasks, anticipating professional needs, organizing calendars and meetings, and communicating with internal and external stakeholders in an effective, efficient and customer service focused manner. This position also assists with the daily administrative tasks of the Business Office in an organized and efficient manner, while producing high quality work and exceptional customer service.

Primary Duties and Responsibilities:

• Communicates with internal and external stakeholders in a professional manner with a focus on customer service
• Manages administrative functions (such as coordinate calendars, schedule and plan for meetings, prepare reports, coordinate communications, etc.) for the Assistant Superintendent for Business Services and other Business Office staff
• Proofreads and generates documents and confidential reports for internal and external distribution
• Assists professional staff with a high level of customer service, professionalism, and efficiency
• Coordinates the efforts of department support personnel in a highly collaborative manner
• Monitors and tracks department adherence to established budgets to include billings, invoice payments, purchase orders and request for disbursements
• Assists with the coordination of monthly School Business Official meetings
• Processes purchasing card requests and assists with purchasing card operations
• Assists with cash receipts and bank deposits
• Processes mail and distribution, and maintain postage machine
• Prepares and distributes tax levy documents/communications to various taxing authorities
• Serves as Business Office Timekeeper and supports leave requests
• Processes customer billings and assists departments with billings/customer statements
• Maintains and manages office supplies for the Business Office
• Maintain Business Office petty cash and other various bookkeeping tasks
• Keep Business Office webpage up to date
• Manages Agency wide office supplies annual bid process
• Maintains high level of confidentiality
• Handles department specific responsibilities with an innovative and creative mindset
• Regular and consistent attendance with a high level of reliability and confidentiality
• Other duties as assigned

Education and/or Experience:

• High school diploma or general education degree (GED) and two to three years related professional office experience and/or training; or equivalent combination of education & experience. Associates Degree or higher preferred.

Certificates, License, Registration: Microsoft Office Certification is a plus.

Preferred Skills:

• Embraces and supports KRESA philosophies related to diversity, inclusiveness, and anti-racism
• Ability to interact effectively with individuals from a wide range of cultures
• Ability to communicate effectively including listening
• Ability to work independently and collaboratively within a team
• Ability to set priorities, be organized and a self-starter
• Ability to prioritize and meet deadlines and multi-task
• Analytical and detail oriented with strong desire for accuracy
• Proficient in Microsoft products, such as, Excel
• Ability to efficiently use computer and applicable software
• Ability to problem solve using innovative solutions
• Ability to read, analyze and interpret data and information, and write reports
• Ability to work with sensitive data and maintain confidentiality
• Adapts to frequent changes in the work environment
• Uses equipment and materials properly
• Practices safe work habits

Physical Demands:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is required to talk or hear. The employee is required to use hands and reach with arms. The employee must have the ability to lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment:

The noise level in the work environment is usually quiet.

The employee shall remain free of any alcohol or nonprescribed controlled substance in the workplace throughout his/her employment in the district.

Apply online at www.kresa.org/jobs

Kalamazoo RESA is an Equal Opportunity Employer/Program.

Auxiliary aids and services are available upon request to individuals.

Notice of Non-discrimination: It is the policy of Kalamazoo Regional Educational Service Agency that no discriminating practices based on race, color, national origin, sex (including sexual orientation or sexual identity), disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information (collectively, “Protected Classes”) or any other legally protected category be allowed during any program, activity, service or in employment. The following individuals at Kalamazoo RESA have been designated to handle inquiries regarding the nondiscrimination policy: Tom Zahrt & Isaac Carter. Contact information: 269-250-9200, 1819 E. Milham Ave, Portage, MI 49002.