Overview

Burlington School District Property Services is seeking an Office Executive Assistant with high level fund accounting/financial management and project management skills to be part of our team.

This position also serves as an Administrative Assistant to the Director of Property Services.

Essential Duties

• Performs word processing, filing (including electronic), recordkeeping and receptionist duties.

• Answers multiple phone lines, routing and responding to calls appropriately, retrieves messages from phones each morning.

• Supports the Transportation Manager in efficiently maintaining the busing needs of the District both during the school year and thru summer school.

• Monitors TimeClock system, facilitates corrections, edits as necessary.   Runs TimeClock reports as necessary for incorporation into payroll processing.  

• Maintains employments records to assure proper and timely posting of benefit time.

• Prepare and assign budget codes to all purchase orders/invoices.

• Prepare and assigns work orders received on a daily basis.  Creates and processes schedules and work orders in accordance with the Preventive Maintenance program.

• Schedules requests for after-hours building use, and schedules fans to maintain appropriate temperatures in those areas scheduled for after-hours use.

• Prepares and issues rental billing when school facilities are used by outside agencies.

• Maintain Asbestos records for each individual school location electronically.

Key Qualifications

• Quality customer service experiences and follow through at all times
• Handle highly confidential information with discretion and professionalism
• 3-5 years’ experience in financial management / fund accounting including time clock management for payroll, budget code management, invoice processing / tracking, budget building, forecasting, revenue and expenditure tracking
• Self-motivated and proactive with demonstrated creative and critical thinking capabilities
• Ability to work on difficult assignments, requiring judgment in resolving issues or in making
• Ability to anticipate change, and to react efficiently and expeditiously.
• Constantly seek to improve process / workflow
• Proven problem solving skills in dealing with and communicating around challenging deadlines
• Ability to effectively communicate and collaborate with a diverse range of people and job functions
• Strong interpersonal skills and ability to build relationships
• Ability to quickly learn new tools and technologies; interest and experience in using technology and the Internet to improve work efficiency
• Outstanding verbal and written communication skills

Job Summary

As the Finance/Office Executive Assistant, you play a critical role as an integral part of the property services department.

You will work in close partnership with all BSD faculty & staff for the success of the entire department.

You thrive in a fast-paced environment and manage shifting priorities.

You communicate clearly and can make sense of complex technologies and processes.

You foster strong relationships and build trust across internal and external teams.