Position Summary

The Financial Executive Assistant provides high‑level administrative, analytical, and operational support to the Chief Financial Officer and senior financial leadership. This role ensures smooth coordination of financial operations, supports compliance with federal, state, and local regulations, and facilitates communication across departments, elected officials, and external partners. The position requires exceptional discretion, strong organizational skills, and a solid understanding of public‑sector financial processes.

Essential Duties & Responsibilities

Administrative support

• Prepare complex reports, including payroll, expense reports, and other financial documents.
• Attend meetings to gather information; conduct research; draft documents and summaries.
• Prepare requisitions, purchase orders, resolutions, and other official correspondence.
• Manage, track, and assemble financial, administrative, and budgeting reports for board and executive review.
• Create, maintain, and improve systems for organizing electronic and hard‑copy records; implement record retention policies.
• Assist with open session and board meeting preparation and execution.
• Follow up on sensitive customer complaints and inquiries with professionalism and discretion.
• Coordinate all travel arrangements for the executive team and assist with board of trustees’ logistics as needed.
• Coordinate and support special projects and other duties as assigned.
• Verify, consolidate, and execute documents on behalf of executive members.
• Provide high-level administrative support to executive and leadership teams to ensure the timely completion of responsibilities.
• Manage complex calendars, meetings, and travel arrangements for finance executives.
• Prepare agendas, briefing materials, and follow-up documentation for internal and public meetings.
• Coordinate communication with agency leadership, government officials, auditors, and community stakeholders.
• Manage confidential documents, contracts, and compliance-related materials.
• Coordinate cross-functional projects involving finance departments and operations.
• Improve administrative processes to enhance efficiency within the finance department.
• Maintain organized digital and physical filing systems in compliance with public information and retention laws.

Communication & stakeholder management

• Maintain appointment schedules and calendars for executive members; provide reminders and follow‑up as needed.
• Coordinate and organize meetings, including attendee notifications, room setup, meeting materials, minutes, and follow-up actions.
• Receive and screen communications (calls, mail, email) for executive members; determine priority items and respond or escalate appropriately.
• Serve as liaison between the executive office and NBU departments, community organizations, committees, and the public.
• Provide information, organize meetings, and follow up on assignments given to management and staff.
• Provide status updates to executive members.
• Draft and edit communications, correspondence, and reports on behalf of finance leadership.
• Liaise with auditors, vendors, investors, and senior leaders with professionalism and discretion.
• Ensure timely follow-up on action items, deadlines, and deliverables.

Financial responsibilities

• Assist in preparing budget documents, financial statements, grant reports, and legislative briefings.
• Track expenditures, monitor budget variances, and prepare expense reconciliations.
• Support preparation of annual budgets, mid-year adjustments, and financial forecasts.
• Compile data for financial reports, board and council presentations, and public dashboards.
• Support departmental budget requests and expenditure tracking.
• Assist with grant reporting, reimbursement requests, and compliance documentation.
• Support procurement processes, including vendor communication, contract tracking, and purchase order preparation.
• Conduct research and compile data to support policy decisions and financial planning.

Government compliance & reporting

• Ensure documentation complies with government regulations, procurement rules, and audit standards.
• Assist with internal and external audits by organizing materials and coordinating responses.
• Support grant management activities, including reporting deadlines and compliance tracking.
• Monitor legislative and regulatory changes that may impact financial operations.

Operational support

• Improve administrative workflows to enhance efficiency within the finance division.
• Maintain organized digital and physical filing systems in accordance with government retention schedules.
• Support procurement processes, contract tracking, and vendor communications.

Work environment

• On-site work schedule: Monday–Friday, 8:00 a.m. to 5:00 p.m.
• Structured environment with cyclical deadlines (budget season, audits, legislative sessions).

Occasional extended hours during peak reporting periods.

Formal Education and Work Experience Requirements

Degree/Diploma Obtained: Associates

Work Experience Time Frame: Five Years or More

Field of Study: Public Administration, Finance, Business, Accounting, Economics or related field (or equivalent experience)

Other: Some college or advanced education preferred

Other Minimum Qualifications

GENERAL RESPONSIBILITIES

• Maintain regular attendance and manage leave to ensure timely completion of tasks and special projects.
• Always follow all NBU safety guidelines and practices.
• Maintain a clean and safe work area, office, field site, and vehicle as applicable.
• Demonstrate effective customer service skills when interacting with coworkers, customers, and the public.
• Maintain strict confidentiality of business, employee, and customer information, and safeguard sensitive documents.
• Adhere to all NBU policies and procedures.
• Demonstrate NBU Core Values: Safety, Team, Integrity, Culture, and Stewardship.
• Participate in and support initiatives to achieve annual NBU Performance Measures.
  

Preferred Qualifications

• Experience with government ERP systems (e.g., PeopleSoft, Munis, SAP).
• Familiarity with grant management or legislative processes.
• Experience supporting executive-level leadership in a public agency.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities.
• High level of discretion and ability to handle sensitive information.
• Familiarity with financial modeling or analytics tools (Power BI, Tableau).

Other Software Knowledge

ADP, SDOL, Adobe, Harris, Laserfische

Experience with Machines, Tools, Equipment and Other Work Aids

Telephone, copier, scanner, fax, machine, postage machine, typewriter, shredder, paper cutter, whole punch, label maker, stapler, calculator, binding machines