EXECUTIVE ASSISTANT/FINANCIAL SPECIALIST (#127)

Primary Purpose: 

The Executive Assistant/Financial Specialist’s primary responsibility is to support the organization in:  fulfilling all compliance requirements associated with governance and regulatory standards at the local, state, and federal levels; ensuring accuracy and reliability of payroll and accounts payable data; preparing financial and other reports for the use of management, Charter stakeholders, Board of Directors and other governmental agencies; developing and maintaining district documents associated with grants, financial records and daily operations; promoting operational efficiencies; encouraging adherence to adopted policies, procedures and regulations; assisting with answering phones and greeting guests to the district’s central office; and modeling/supporting the CRSHH core values protocols across the organization. 

Education/Certification

• Bachelor’s Degree (in Accounting, Business Administration, or related field preferred)

Experience:

• At least one year of experience in a similar role

 Knowledge/Skills:

• Ability to perform job expectations within a fast-paced work environment
• Ability to research and interpret guidelines/regulations set by TEA, EPLA District, and Campus 
• Knowledge of accounting principles and the application of these principles to public school finance
• Knowledge of data processing applications
• Ability to clearly and effectively communicate with all campus stakeholders regarding compliance information, charter expectations, outlined policies/procedures, and implementation timelines 
• Ability to process and interpret policies, procedures, and data needed for reporting at campus, district, state, federal levels
• Ability to follow assignment duties as directed by the Chief Executive Officer (CEO)/Chief Academic Officer (CAO)/Interim Business Manager
• Ability to strategically manage tasks and time, is well-organized, and is detail-oriented
• Demonstrates a passion for and commitment to EPLA’s mission and educational model
• Strong organizational, communication, public relations, interpersonal skills, and work ethic
• Exhibits professionalism in all interactions with campus stakeholders
• Is willing to do whatever it takes to get the work done right
• Demonstrates a high level of professional maturity including emotional constancy in stressful situations, ability to bring out the best in others, a solution seeker, and acts as a positive force to motivate others.

Preference(s):

• Bilingual (English and Spanish)

Executive Assistant Responsibilities and Duties include but are not limited to: 

• Assists with Interpreting local, state, and federal guidelines/timelines and provides updates to the CEO/CAO/Interim Business Manager 
• Assists with the development and entry of the district improvement plan 
• Assists with the development, monitoring, and updates associated with the district’s’ academic/cultural calendar
• Assists with monitoring progress of the district’s planning and notifying the CAO/Business Manager of areas needing attention
• Assists with scheduling meetings with staff as requested 
• Assists with answering phones and greeting guests to the Central Office facility
• Assists with providing the CEO/CAO/Business Manager with completed documents needing signatures/approvals (i.e. pending POs, PTO forms, timesheets, emails/letters to parents, etc.)
• Assists with collecting/maintaining documentation required for grant program audits (e.g. Mentor Allocation Program, Teacher Incentive Allotment)
• Assists with inspiring scholars, families, staff, and others to believe in and reflect the school’s mission, high expectations and values.
• Assists in supporting a district-wide culture that is centered on core values that ultimately deeply cares for each student and staff member and holds each student and staff member to the highest level of accountability.
• Assists with any other duties as assigned

Financial Specialist Responsibilities and Duties include but are not limited to: 

General

• Works in collaboration with the Charter School Success Director of Finance in addressing all accounts payable, accounts receivable, and payroll issues
• Assists with the organization’s annual financial auditing processes/reporting

.Accounts Payable and Receivable

• Follows through on obtaining proper receipts for reimbursements, prepaid purchase orders and contractor and consultant agreements
• Ability to run or void checks
• Assists with the preparation of IRS Form 1099 at year-end
• Assists in year-end closing departmental procedures

Payroll

• Generates semi-monthly payroll checks for all District employees.
• Reconciles and processes payment of all payroll and accounts payable accounts
• Maintains the Federal and State tax-deductions for District employees.
• Coordinates with Human Resource and Budget to ensure an accurate and timely payroll.
• Generates Teacher Retirement System (TRS), Internal Revenue Service (IRS), and State and Federal reports and payments.
• Prepares and reconciles submission of TRS and Electronic Federal Tax Payment Service (EFTPS)
• payments.
• Generates and reconciles withholding tax records for Form W/2, and TWC
• Generates monthly TRS deduction report and TRS Retiree Report
• Prepares and reconciles quarterly and year-end IRS and State Reports
• Provides district-wide training and support regarding payroll and payroll reporting requirements and changes
• Perform other duties as assigned by supervisor

Supervisory Responsibilities:

• None at this time

Equipment Used:

Computer, copier, telephone, public address system, and other equipment applicable to position

Physical Demands/Environmental Factors:

Works under minimal supervision, and performs assigned duties with independence as to priorities and methods.  Works with frequent interruptions; maintains emotional control under stress; works occasional prolonged or irregular hours; prolonged use of computer and repetitive hand motions. Lifts heavy objects (i.e. furniture) at times.  Conducts other duties as assigned by the CEO/CAO/Interim Business Manager.