Executive Assistant to the Chief Finance and Operations Officer

Allegheny Intermediate Unit•Homestead, PA

1d•Onsite

About The Position

The Executive Assistant to the Chief Finance and Operations Officer provides high-level administrative, operational, and project support to ensure the effective and efficient functioning of the Finance and Business Operations Division and related organizational initiatives. The position serves as a trusted partner to the Chief Finance and Operations Officer, coordinating division activities, communications, meetings, and special projects while supporting Board governance processes, financial operations, and stakeholder engagement. The Executive Assistant serves as a liaison among AIU leadership, Board members, school district business officials, and external stakeholders. The position coordinates key division initiatives, maintains confidential information, develops communications and meeting materials, and contributes to the successful delivery of business office services and shared service programs throughout Allegheny County.

Requirements

High School Diploma required.
Minimum of three years of related experience.
Current Act 114, Act 34, Act 151 and NSOR Clearances required prior to an offer (Must be dated within 1 year of hire date).
School Personnel Health Record (Form H511.340) must be completed and received by Human Resources prior to hire date.
Exceptional organizational, planning, and time-management skills.
Ability to manage multiple priorities and deadlines simultaneously.
Strong written, verbal, and interpersonal communication skills.
Ability to exercise discretion and maintain strict confidentiality.
Advanced proficiency with Microsoft Office applications, database systems, and business software platforms.
Strong project coordination and problem-solving skills.
Ability to establish and maintain effective working relationships with internal and external stakeholders.
Ability to interpret and apply organizational policies, procedures, and administrative guidelines.
Attention to detail and commitment to accuracy.
Ability to work independently while contributing effectively as a member of a team.
Ability to operate standard office equipment.

Nice To Haves

Post High School degree preferred.
Experience in public education, governmental, financial, or nonprofit organizations preferred.
Experience coordinating complex projects, meetings, and stakeholder communications preferred.

Responsibilities

Provide comprehensive administrative support to the Chief Finance and Operations Officer.
Manage calendars, schedules, appointments, travel arrangements, and meeting logistics.
Coordinate and prioritize communications, correspondence, requests for information, and follow-up activities.
Prepare reports, presentations, spreadsheets, correspondence, and other documents on behalf of the Chief Finance and Operations Officer.
Monitor and track projects, assignments, and action items to ensure timely completion.
Maintain confidential records and information in accordance with organizational policies and legal requirements.
Coordinate the preparation, review, and submission of Board agenda items and supporting documentation related to the Finance and Business Operations Division.
Assist in the development and distribution of Board materials, reports, presentations, and resolutions.
Maintain records related to Board actions affecting Finance and Business Operations Division operations and initiatives.
Ensure timely communication and follow-up regarding Board-related matters.
Coordinate Finance and Business Operations meetings, retreats, trainings, and special events including the quarterly Human Resources and Business Manager Role Alike meetings.
Develop agendas, prepare meeting materials, record notes, and monitor follow-up activities.
Assist with the coordination and communication of division goals, projects, and initiatives.
Support Finance and Business Operations operational processes and workflow management.
Facilitate communication and collaboration among Finance and Business Operations departments and organizational leadership.
Coordinate the annual Act 1 Taxpayer Relief Program process, including communications, timelines, documentation, and stakeholder support.
Support the annual Comprehensive Services Agreement development, distribution, execution, and recordkeeping process.
Assist with the administration and coordination of Joint Purchasing Program (energy, fuel, and paper products) activities.
Support planning, communication, and documentation associated with organizational shared service initiatives.
Monitor project timelines and ensure completion of assigned deliverables.
Assist with the annual Comprehensive Services Agreement process.
Support departmental responses to the Pennsylvania Department of Education and other agencies when needed.
Assists with data entry and submission of the General Fund Budget to the Pennsylvania Department of Education.
Assist with preparation for the annual independent audit by coordinating documentation, schedules, and requests for information.
Support compliance-related activities by maintaining records, gathering data, and preparing reports.
Coordinate responses to information requests from auditors and external agencies.
Maintain documentation in accordance with applicable laws, regulations, and organizational procedures.
Serve as a primary point of contact for school district business officials, Board members, and external stakeholders.
Develop and distribute communications, announcements, meeting notices, and informational materials.
Maintain accurate contact databases, including the list of school district and vocational school Business Managers, and stakeholder information.
Support relationship-building efforts with school districts and partner organizations.
Facilitate communication among AIU departments, member districts, and external partners.
Maintain electronic and physical records related to Finance and Business Operations programs.
Ensure records are organized, current, secure, and accessible as appropriate.
Maintain and update content posted to the Finance intranet pages.
Develop and maintain tracking systems, databases, and reporting tools.
Prepare routine and ad hoc reports to support organizational decision-making.
Collaborate with Executive Assistants and administrative professionals across the organization to support agency-wide initiatives.
Participate in cross-functional teams, projects, and committees as assigned.
Promote effective communication, customer service, and organizational efficiency.
Support special projects and assignments as directed by the Chief Finance and Operations Officer.