Administrative Assistant to Business Administrator

Administrative Assistant, PVS 

JOB DESCRIPTION: 

The PVSD 50 Administrative Assistant works under the supervision of the Business Manager and the Superintendent and assists with the overall financial management of the school district. The primary responsibilities are to support the Business Manager in administering the business affairs of the district in such a way as to provide the best possible educational services with the financial resources available. 

QUALIFICATIONS: 

A. Education and Related Work Experience: 

     1. High School Diploma or equivalent. 

     2. Additional college/trade school courses are recommended. 

     3. Work experience in a school setting is preferred. 

     4. Experience with database systems, word processors and spreadsheet skills. 

     5. Effective communication skills. 

     6. Able to demonstrate a cooperative, supportive, calm and friendly working rapport and environment. 

B. Technical Skills, Knowledge and Abilities: 

     a. Oral and written communication skills. 

     b. Math and accounting skills. 

     c. Critical thinking and problem-solving skills. 

     d. Ability to maintain confidentiality in all aspects of the job. 

     e. Ability to manage multiple priorities. 

     f. Ability to communicate, interact and work effectively and cooperatively with a team. 

     g. Strong fiscal management skills. 

     h. Ability to work successfully and independently in a remote/hybrid environment. 

C. Materials and Equipment Operating Knowledge: 

     a. Operating knowledge of and experience with personal computers and peripherals. 

     b. Operating knowledge of and experience with Microsoft Office and virtual platforms. 

     c. Operating knowledge of integrated financial management systems (Aptafund preferred). 

D. Desired Characteristics: 

     a. Compassion: A sincere desire to support students through fiscal management as our overall priority of the organization. 

     b. Verbal and Written Communication Skills: Must be able to clearly communicate verbally and in writing with a variety of individuals and organizations. 

     c. Resourceful/Adaptable: Need to think on your feet, improvise and adjust plans at a moment's notice. Strong problem-solving skills. 

     d. Collaborative: Need to work harmoniously with a variety of different personalities. 

E. Mandatory Requirements: 

     a. Must pass a background check. 

     b. Must be bondable. 

RESPONSIBLE TO AND EVALUATED BY: 

The Superintendent of Schools. 

TERMS OF EMPLOYMENT: 

Twelve-month contract year beginning the first week of July and ending the last week of June each school year with a 9-hour work day. Salary is commensurate with the Board-approved salary schedule. 

BENEFITS: 

PERA, personal days, sick days, and vacation days per district policy, and all holidays and breaks per school calendar.  Health Insurance option is available. 

EVALUATION: 

Performance of the Administrative Assistant will be evaluated annually in accordance with provisions of Board policy on evaluation of support services personnel. 

DUTIES AND JOB RESPONSIBILITIES: 

     1. Assists with the management of the financial affairs of the school under the direction of the superintendent. 

     2. Assists with budget development and long-range planning. 

     3. Completes all payroll, payables, taxes, quarterly taxes and bank activities for the organization. 

     4. Monitors, reconciles and balances GL accounts, subsystems (e.g. accounts receivable, accounts payable, capital assets) accounts and processes financial transactions and allocations. 

     5. Maintains compliance with Federal, State and local laws, regulations, governmental accounting standards and complies with reporting and legal requirements. 

     6. Assists with all aspects of monthly and year-end processes. 

     7. Assists with the necessary financial statements/reports for all funds as required by local, state and deferral governmental agencies and other entities, including the Comprehensive Annual Financial Report and Annual             Budget. 

     8. Prepares spreadsheets and other documents as necessary to enable analysis for all aspects of the financial records. 

     9. Implements accounting and compliance guidelines and procedures, internal controls, financial computer systems, program customization financial system reports, etc. 

     10. Works collaboratively with external entities, e.g., governmental agencies, auditors, financial institutions, vendors, etc. 

     11. Operates programs in accordance with Federal and State Department guidelines and 

     12. Assists with grant management. 

     13. Coordinates and communicates regarding Worker's Comp claims to employees and to the insurer. 

     14. Assists with transportation reporting. 

     15. Manages the district's insurance programs. 

     16. Provides clerical support for the Superintendent as needed. 

     17. Attends meetings as required. 

     18. Performs all other duties as assigned.

WAGES
Wages are based on the 2025-2026 Salary Scale available on www.pvsd50.org > Financial Transparency tab>Salary Schedules (2025-2026)>Classified Salary Schedule.  Wage starts at $23.44/hr.  

FLSA Status: Non-exempt