Executive Administrative Specialist - Finance

Job Description

Job Title

Job Title: Executive Administrative Specialist - Finance

Location: Office of Strategy & Academics

Salary Details: $60,094 - $103,799

Reports to: Chief Financial Officer

Bargaining Unit: N/A

Benefits Eligible: Yes

Telecommuting Eligibility: Not eligible for telecommuting

Position Summary:

The Executive Administrative Specialist is an operations leader for the Office of Finance and provides high-level administrative and confidential support to the Chief Financial Officer and members of the Finance leadership team. The individual in this role is responsible for preparing, reviewing and submitting correspondence, conducting research and preparing reports, managing constituent relations, preparing payroll, managing office budgets and purchasing. The Executive Administrative Specialist also has knowledge of and lends direct operational and data support for coreFinance functions including but not limited to: accounting, accounts payable, budget, internal audit, payroll, procurement, risk management and treasury.

This role requires excellent customer service skills and a high degree of professionalism, including the ability to maintain confidentiality and work independently and with a team and be positive and solutions oriented. Successful candidates will be detail-oriented, possess strong organizational skills and the ability to manage multiple projects while meeting deadlines.

Minimum Qualifications:

• Must possess and provide evidence of a bachelor's degree or higher. A minimum of three (3) years of related work experience and/or training; or an equivalent combination of education and experience may be considered in lieu of a bachelor's degree.
  

• A minimum of three (3) years of increasingly responsible administrative experience.
  

• Demonstrated success in office management, payroll processing, managing and monitoring budgets, expense accounts and invoices utilizing PeopleSoft 9.2+ or similar system.
  

• Demonstrated experience in developing and implementing new procedures and approaches to maintain office efficiency Demonstrated proficiency with Office365 tools including Outlook, SharePoint, Word, PowerPoint, Excel, PowerAutomate, PowerBI, Planner and Project
  

• Excellent data literacy and ability to manage large data sets
  

• Experience in K-12 setting strongly preferred
  

Essential Functions:

Under the direction of the Chief Financial Officer (CFO) or designee, the Executive Administrative Specialist shall:

• Ensure office operations function smoothly including but not limited to: ensuring payroll is submitted timely, budgets are tracked, purchases are made, and correspondence and assignments are routed and tracked
  

• Provide exceptional administrative support to the CFO and the Office of Finance leadership team, including managing calendars and confidential information
  

• Develop standard operating procedures and guidance documents outlining and explaining administrative procedures and policies to a range of internal audiences, and monitor compliance with said procedures
  

• Assist in the management, development and implementation of budgetary and purchasing procedures and controls
  

• Receive phone, fax, mail and email communication, respond appropriately and/or redirect to appropriate parties for follow up and tracking
  

• Manage and produce accurate, timely and helpful communications for external and internal audiences
  

• Read and analyze incoming memos, submissions and reports to determine their significance and plan for their distribution and follow up
  

• Establish and maintain systems for maintaining electronic records, retrieving and logging documents, records, and reports in line with District record retention protocols
  

• Lend direct support to core Finance functions including, but not limited to: accounting, accounts payable, budget, internal audit, payroll, procurement, risk management and treasury
  

• Actively grow knowledge and skillsets in core Finance functions including finance
  

• Develop and improve workflows using a range of technology tools, such as Peoplesoft 9.2+, Qualtrics, Power Automate and the Office 365 Suite, to complete core functions
  

• Manage, coach and train support, as appropriate
  

• Coordinate special projects and tasks
  

• Perform other duties as assigned by the CFO, or designee
  

• Attend leadership meetings, take notes, create action items and follow-up with staff to ensure action items are complete
  

Security Clearance:

Internal Applicants

If you are a current Detroit Public Schools Community District employee, you do not have to submit to a new security clearance, unless your new role requires a different type of criminal background check.

External Applicants

In alignment with Michigan law, if you are hired to fill a position, you will be required to submit to a Detroit Public Schools Community District criminal background check. Information regarding required background checks will be shared at point of hire.

Method of Application:

Applicants must apply through the online application system. Only applications submitted through the online application system will be considered for any posted position and all applications require a resume to be considered.

Successful candidates are required to submit official transcript(s) at point of offer to hire. Teaching service outside of the Detroit Public Schools Community District must be verified by the applicant's prior employer(s) prior to hire. It is the applicant's responsibility to provide all documentation (including copies) as requested.

Applicants requesting assistance during the application process should contact the Office of Human Resources via email at [email protected] or phone at (313) 873-6897.

DPSCD does not discriminate on the basis of race, color, national origin, sex, sexual orientation, gender identity, disability, age, religion, height, weight, citizenship, marital or family status, military status, ancestry, genetic information, or any other legally protected category, in its educational programs and activities, including employment and admissions. Questions? Concerns? contact the Civil Rights Coordinator for more information at (313) 240-4377 or [email protected] or 3011 West Grand Boulevard, 14th Floor, Detroit MI 48202.