Executive Assistant jobs in La Crosse, WI

2/5/2024

$29.30/Hour

Full Time

The School District of La Crosse is accepting applications for a 1.0 FTE Executive Assistant to the Executive Director of Business Services at the Hogan Administrative Center beginning February 5, 2024. The pay rate for this 12 months/year, nonunion hourly position for 2023-2024 is $29.30 per hour. Accountability Objectives: To assure the smooth and efficient operation of the Executive Director of Business Services Office, so that the maximum positive impact on the education of children can be realized. To create a positive and professional image for the school district through all interactions with the public and district staff. Position Characteristics: Recruited by: Director of Human Resources Compensation: Set annually by the District Reports to: Executive Director of Business services Coordinates with: District Leadership Team, Executive Assistants & Specialists, and Administrative Assistants POSITION RESPONSIBILITIES: Business Services: 1. Organize the functions in the office of the Executive Director of Business Services. 2. Coordinate with the Executive Director of Business Services in all duties of District cash flow and daily cash management including all banking transactions. 3. Coordinate monthly cash balancing and reconciliation with the business office. 4. Schedule bi-weekly payroll taxes/reports. 5. Coordinate with the Executive Director of Business Services in monitoring and processing of all District debt transactions, reporting requirements, and reconciliations. 6. Process all purchase orders and invoice payments related to Executive Director of Business Services budget. 7. Coordinate with the Executive Director of Business Services in monitoring district investments. 8. Assist the Executive Director of Business Services as it pertains to all tax levy certification functions. 9. Assist the Executive Director of Business Services and Director of Human Resources with the budgeting/finance/personnel functions of the school district as assigned. 10. Assist Executive Director of Business Services with the annual budget development and budget plan document. 11. Coordinate district courier schedule for school deposit pickups. 12. Maintain district banking supplies and act as banking support for school administrative assistants. 13. Participate in annual finance audit. 14. Coordinate monthly District gifts/donations Board report. 15. Prepare reports for the Board of Education. 16. Assist Executive Director of Business Services with Operational Expectation reports. 17. Process other reports as requested for local, state, and federal compliance. 18. Update and maintain business services website as needed. 19. Assist the Executive Director of Business Services with the boundary development, monitoring, and evaluation process. 20. Perform other tasks as assigned by the Executive Director of Business Services. Student / Parent Services: 1. Coordinate the open enrollment program, alternative open enrollment program, and tuition waiver program. 2. Collaborate with district registrar and building administrative assistants to process parent/ student moves out of the district. 3. Assist parents with questions on their boundary school using district transportation software. 4. Coordinate and collect parent paid tuition. 5. Assist Registrar’s office with Membership Audit. Department of Public Instruction Reporting & Grants: 1. Process the Department of Public Instruction Transfer of Service Claim. 2. Process the Department of Public Instruction Tuition Report. 3. Process the Department of Public Instruction Foster and Group Home Report. 4. Monitor local, state, and federal grants in collaboration with Grant Administrators and Supervisor of Finance to ensure budgetary compliance. 5. File monthly/quarterly grant claims in a timely and accurate manner. 6. Other grant related responsibilities as assigned.

POSITION QUALIFICATIONS: Education / Experience Qualifications: A. High School Diploma. B. Associate or Bachelor’s Degree – Office Management, Accounting, Business Management, or Administrative Assistant. C. Three to five years of progressively responsible administrative, executive, or business office support duties. (Educational setting experience preferred.) D. Combination of education and experience that provides equivalent knowledge, skills and abilities (preferably in an education, accounting, finance, or bank setting.) Skill Requirements: A. Proficiency in using current technology, including but not limited to, business software, Microsoft Office, Google Suite, and Skyward (both student and finance). 10-key data entry. B. Consistent and accurate attention to detail. C. Ability to deal with confidential matters with a high degree of discretion and loyalty. D. Excellent written, oral, and interpersonal communication skills. E. Possess strong prioritization, organization, and time management skills. F. Ability to be self-motivated, self-directed, and problem solve without direct supervision. G. Demonstrate excellent customer service skills and work effectively in a team environment. H. Ability to be flexible, multitask and meet deadlines within prescribed timelines. I. Aptitude to adapt and excel in an ever-changing technological and business environment. Applicants are requested not to contact or send application materials to individual building principals. To be given full consideration, please closely follow the application instructions in WECAN and upload the required additional application materials to your WECAN account, including two letters of recommendation. After application submission, you will NOT be able to modify your application or add additional application materials. Only application materials submitted with your WECAN application will be accepted (i.e. resume, letters of recommendation). Please DO NOT EMAIL or mail application materials as they cannot be given consideration. Submit your application once it is complete. The School District of La Crosse is an equal opportunity employer and does not discriminate against applicants on the basis of actual or perceived: age, sex, race, religion, national origin, ancestry, creed, socio-economic status, marital status, pregnancy, sexual orientation, gender identity, gender expression, gender nonconformity, physical, mental, emotional or learning disability, citizenship, military service, membership in the National Guard, state defense force, or any other reserve component of the military forces of Wisconsin or the United States, political affiliation, or any other factor prohibited by state and federal law. The School District of La Crosse values equity and diversity in our student population as well as staff members. Applications from diverse segments of the population are encouraged and welcomed. We prohibit retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or government, or against any individual(s) who assist or participate in the investigation of any complaint. Candidates seeking accommodations during an interview are encouraged to indicate such at the time they are contacted to interview.