EXECUTIVE SECRETARY

Executive Secretary

The Executive Secretary provides high-level administrative and confidential support to the Chief Financial Officer and Finance Department leadership. This position ensures efficient coordination of the CFO's office, manages communication and documentation, and supports fiscal operations, compliance, and reporting. The role requires discretion, professionalism, and a strong understanding of financial and organizational procedures.

Duties and Responsibilities :

• Serve as the primary point of contact for the CFO, managing calendars, scheduling meetings, and preparing necessary materials.
• Screen and prioritize incoming communications (emails, calls, correspondence) and route inquiries appropriately.
• Prepare, edit, and proofread financial reports, presentations, memoranda, and correspondence for internal and external audiences.
• Maintain organized digital and physical filing systems for contracts, budgets, audits, and financial documents.
• Assist with the preparation of board reports, budget documents, and other confidential financial materials.
• Support department workflow by tracking deadlines, project milestones, and compliance submissions.
• Review monthly timesheets to prepare payroll service report.
• Uphold confidentiality and exercise discretion regarding sensitive financial and personnel matters.
• Perform other duties assigned by the CFO or CFO's designee.

Required Knowledge, Skills, and Abilities :

Qualifications :

Application Requirements :

Physical Requirements :

Revised : October 2025

All candidates must submit to a background check. Employment is contingent upon candidate meeting suitability criteria as established by Alabama State Department of Education. The Birmingham Board of Education does not discriminate on the basis of age, race, color, sex, sexual orientation, religious preference, marital status, disability, national origin, or any other reason prohibited by state or federal law. Employees of the District are required to comply with the provisions of Title VII of the Civil Rights Act and Title IX of the 1972 Educational Amendments. Birmingham Board of Education is required by state law to verify the employment eligibility of newly hired employees by using the federal E-Verify program. New employees are required to provide a Social Security number, an unexpired identity document that contains a photograph, and other acceptable documents that establish employment eligibility. In addition to determining whether a new hire is authorized to work in the United States, E-Verify will confirm that the employee's name and Social Security number match.