Executive Administrative Assistant / Accounts Payable Specialist

GENERAL JOB FUNCTION:

The Executive Administrative Assistant/Accounts Payable Specialist provides high-level administrative support to the Superintendent, Business Office, and Board of Education, while managing accounts payable and related financial processes. This role requires exceptional organization, attention to detail, discretion, and the ability to manage multiple priorities in a school district environment.

EDUCATION REQUIREMENTS:

• High School graduate or equivalent
• Associate’s or Bachelor’s Degree preferred

QUALIFICATIONS:

Required:

• Three years of successful administrative support experience
• Proficiency in Microsoft Word and Excel
• Display excellent written and oral communication skills
• Strong organizational skills
• Ability to maintain confidentiality
• Strong customer service and interpersonal skills
• Record of regular attendance

Preferred:

• Successful experience as an administrative assistant or secretary in a business office or educational institution
• Accounts payable experience
• Experience with Tyler Munis, PowerSchool, and Google Workspace
• Familiarity with Michigan school processes (FOIA, Schools of Choice, etc.)

ESSENTIAL JOB FUNCTIONS:

Executive & Board Support:

• Provide administrative support to the Superintendent and Business Office
• Prepare, proofread, and manage correspondence and documents
• Coordinate calendars, appointments, and meetings
• Organize and attend Board of Education meetings
• Prepare agendas, materials, and official minutes
• Coordinate administrative team meetings and materials
• Serve as a liaison between Central Office and district buildings

Note: Evening Board meetings are scheduled on the second Monday of each month.

Accounts Payable/Receivable:

• Review, process, and pay all authorized vendors
• Ensure timely and accurate entry of data into the financial system
• Maintain accounts payable records
• Record and prepare deposits

District Coordination & Compliance:

• Serve as FOIA Coordinator
• Coordinate district facilities use requests
• Publish annual community newsletter
• Manage volunteer background checks (ICHAT)
• Maintain the district’s social media (website, public notices)
• Monitor and maintain all building emergency drill documentation
• Assign and monitor annual SafeSchools compliance training
• Serve as the Schools of Choice Coordinator for the district
• Assist with job postings and applicant tracking
• Other duties as assigned by the Superintendent or Director of Business Affairs

Pay: From $48,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person