Executive Assistant and Accounting Clerk

Title: Executive Assistant and Accounting Clerk Status: Full-time, Exempt, Non-Union Reports To: Chief Administrator Officer Date of Description: July 2016 Primary Functions of the Position This is a dual role position. As an executive assistant, this person will be working directly with the Chief Executive Officer (CEO) and the Chief Administrator Officer (CAO) on board-related projects, scheduling appointments, and maintaining an efficiently run executive office. As the accounting clerk, this person is responsible for account receivables (A/R) and accounts payable (A/P) for the district. This person will report directly to the CEO/CAO and to the Director of Operations. Major Position Responsibilities Assistant to the CEO/CAO (40%) *Administrative support to the CEO and CAO: maintain their schedules, make appointments, file paperwork, and provide exceptional customer service for all guests when visiting the CEO/CAO, and address issues and concerns as it pertains to the CEO/CAO. *Board Support: manage the monthly board schedule and agenda, take minutes at board meetings, ensure that board manuals are up to date, inform Directors of changes that are made from board meetings, and maintain an efficient board filing system to retrieve information. *Travel Arrangements: arrange travel for both the CEO/CAO and district staff when it relates to traveling out of state. *Review incoming reports and correspondence; make preliminary assessment and organize/file documents. *Maintain knowledge of district policies and department operations. *Maintain confidential files and documents; develop appropriate methods to handle, file, and store information. *Organize and expedite the flow of work through the office; proactively follow up with management regarding deadlines and project status and relay information to staff. Accounting Clerk (50%) *Accounts Receivables (A/R): maintain and process cash receipts and deposits. Adhere to accounting protocol between CSE and BKDA (finance vendor) in managing deposits, tracking, scanning and filing deposits. *Accounts Payables (A/P): oReview all invoices for appropriate documentation and approval prior to payment. oPrints and obtains signatures on all accounts payable forms. oVerifies A/P listings from BKDA before checks are cut. oPrints copies of checks to attach to documentation and file appropriately. oDistributes reimbursement checks to CSE employees. oAnswers all vendor inquiries, discrepancies, overpayments, and late payments. oReconciles and processes credit cards payments and credits in a timely manner. oResearches and solves payment discrepancies. oVerifies A/P listings from BKDA before checks are cut. oPrints copies of checks to attach to documentation and file appropriately. *Accounting Records: maintains accounting records in an orderly and easily accessible fashion. At end of fiscal year, ensures accounting records are scanned and saved. Ensure an orderly filing system from year to year. *Contract Management: manages all contracts (vendors, consultants, contractors) for the district and verifies length of time on an annual basis to ensure accurate contract negotiations data for Directors. *Intra Accounts: manage intra account revenue and expenses to ensure accurate tracking. Review on a quarterly basis with Director of Operations and lead staff of each intra-account. District Management (10%) *Maintain an efficient and smooth office environment with clear direction, communication, discretion and professionalism. *Works closely with the District Provision Assistant to ensure sufficient supplies and materials are available for staff. *Coordinates the inventory of the district: including but not limited to, furniture, curriculum, general supplies, office supplies, and classroom supplies. *Coordinate the administrative support as needed for school related events, including but not limited to Hmong New Year, International Night, Open Houses, Conferences, School Celebration, Board Meetings, and other events as are decided. *Other duties as assigned by Supervisor. Position Specifications Skills, Knowledge and Abilities Required: *Strong interpersonal skills; ability to work across multiple levels. *Attention to details. *Excellent written and verbal communication skills. *Ability to work independently and efficiently manage multiple tasks simultaneously in a fast pace environment and manage conflicting priorities. *Extensive used of personal computer and general office machines. Ability to use the following software/systems is required: Word, Excel, Gmail, Skyward, and Google. *Ability to ready, analyze and interpret documents and technical procedures. Ability to write correspondences. Ability to effectively present information and respond to questions from various staff. *Demonstrated multi-cultural experience and ability to communicate with limited-English speakers *Ability to meet deadlines and hold oneself accountable to meeting deadlines. *Ability to work independently with minimal supervision, while also being a strong team player. *Familiarity and comfort with electronic forms of communication, including ready access and responsiveness to e-mail correspondence Preferred: *Bilingual in English and Hmong, Karen or Karenni preferred *General accounting experience. *Ability to multi-task and handle high volume of interruptions *Knowledge of Hmong culture and issues facing Southeast Asian communities, especially Hmong families. Commitment to building the strengths of immigrant/refugee families.