Executive Administrative Assistant

About the Employer

Position Summary

Under the direction of the Superintendent and in coordination with the Business Office Specialist / Board Secretary, is responsible for accurate and timely payroll processing, employee benefits administration, and maintenance of official board records. The position supports employees and district leadership by providing reliable, confidential, and organized business office services.

Process District Payroll Accurately and on Schedule

Process district payroll accurately and on schedule, including review of time and attendance information, pay adjustments, deductions, stipends, and other approved compensation items. Maintain payroll records and prepare payroll-related reports and documentation required by the district and applicable agencies.

Coordinate Payroll Tax Withholding, Deductions, and Filings

Coordinate payroll tax withholding, required deductions, and payroll filings or submissions in accordance with established procedures and applicable requirements.

Administer Employee Benefits Processes

Administer employee benefits processes, including enrollment, changes, employee communications, and coordination with benefit providers. Maintain confidential employee payroll and benefits records and respond to employee questions about pay, deductions, and benefits or refer questions to the appropriate contact.

Coordinate Payroll and Benefits Information

Coordinate payroll and benefits information with the School Business Official / Treasurer to support budget development, financial reporting, reconciliations, and forecasting.

Process and Maintain Facility Rental Agreements

Responsible for payment of bills. Serve as board secretary and maintain accurate official records of board proceedings, including agendas, minutes, resolutions, and other required documentation.

Coordinate Preparation and Timely Publication or Distribution of Board Minutes, Policies, Bills, Salaries, Notices, and Other Information

Coordinate preparation and timely publication or distribution of board minutes, policies, bills, salaries, notices, and other information as required by law or board procedure.

Maintain Separate and Complete Board Records

Maintain separate and complete board records, including minutes and election records, as applicable. Complete required board secretary filings and notifications, including records relating to board officers, and maintain required bonds or related documentation as assigned and applicable.

Coordinate Board Meeting Materials, Maintaining Official Records, and Assisting with Meeting Logistics and Follow-up Actions

Coordinate board meeting materials, maintain official records, and assist with meeting logistics and follow-up actions. Maintain an organized system for records retention, document retrieval, and confidentiality in accordance with district procedures and applicable requirements.

Provide Courteous and Timely Service to Employees, Board Members, and the Public

Provide courteous and timely service to employees, board members, and the public regarding business office and board secretary matters.

Additional Responsibilities

Maintain confidentiality of employee, payroll, benefits, and other restricted information. Support implementation of board policies and district procedures. Perform other related duties as assigned by the Superintendent, including duties associated with a potential sharing agreement with another school district.

Strong Attention to Detail, Accuracy, Organization, and Follow-Through

Strong attention to detail, accuracy, organization, and follow-through.

Ability to Manage Recurring Deadlines and Maintain Accurate Records

Ability to manage recurring deadlines and maintain accurate records.

Effective Written and Verbal Communication and Customer-Service Skills

Effective written and verbal communication and customer-service skills.

Ability to Use Payroll, Benefits, Office, and Recordkeeping Software, or Learn District Systems

Ability to use payroll, benefits, office, and recordkeeping software, or learn district systems.

Ability to Exercise Discretion and Maintain Confidentiality When Handling Sensitive Information

Ability to exercise discretion and maintain confidentiality when handling sensitive information.

Education and Experience

Relevant experience in payroll, employee benefits, bookkeeping, office administration, or board recordkeeping is preferred. Terms of employment and evaluation: twelve-month position. Salary and benefits as determined by the Board of Directors. Evaluated by the Superintendent or designee at least annually in accordance with applicable law, board policy, and this job description.