A Secretary performs office administrative work and provides administrative assistance to an office staff. Organizes files and assists with record keeping and data base management. Manages office calendars and helps to organize office workflow. Provides administrative support for reports and budgets. Documents office expenses. May handle phone inquiries. May help to arrange travel for office staff.
K innelon Public Schools Kinnelon, New Jersey J ob
Description TITLE:
ADMINISTRATIVE ASSISTANT TO THE BUSINESS ADMINISTRATOR/BOARD SECRETARY QUALIFICATIONS
1. Post-secondary secretarial training; recent successful experience as an administra�ve assistant. 2. S trong wri�ng skills and full proficiency with Microso� Word, Microso� Excel, PowerPoint, Google Suite, and all other applicable office so�ware. 3. A bility to effec�vely communicate with staff, parents, and the community. 4. Ability to collect, process and maintain confiden�al data related to staff and/or students. 5. Ability to analyze data and prepare reports. 6. Self-mo�vated with the ability to take ini�a�ve and work collabora�vely with others within a central management office and to complete with minimal supervision. 7. A bility to apply sound policies and procedures to execu�ve office work, including maintaining confiden�ality, coordina�ng mul�ple tasks and scheduling work efficiently. 8 . Knowledge of modern office and online technology needed to efficiently manage data 9. Such alterna�ves to the above qualifica�ons as the Board may find appropriate and acceptable. 10. Required criminal history background check and proof of U.S. ci�zenship or legal resident alien status
REPORTS TO
B usiness Administrator/Board Secretary
JOB GOAL
The assistant to the BA is a confiden�al e mployee and is responsible for assis�ng in the clerical as well as administra�ve responsibili�es of the school district and assists the BA in all aspects of his/her responsibili�es.
PERFORMANCE RESPONSIBILITIES
1. M anagement of the Business Administrator's calendar and correspondence, 2. Answer incoming calls to the administra�ve offices. 3. Distribute all incoming and interoffice mail. 4. Acts as a liaison between the Business Administrator, Supervisor of Building and Grounds in screening and rou�ng inquiries and requests. 5. Interfaces with district staff members and maintains a variety of records and programs which have an impact on the smooth opera�on of the business office. 6. Prepares correspondence and announcements using Microso� office and Google pla�orms. 7. Creates and maintains spreadsheets and databases. 8. Has a broad knowledge of administra�ve func�ons and thorough knowledge of the Board of Educa�on policies and administra�ve rules and regula�ons. K innelon Public Schools K innelon, New Jersey J ob Description 9. Coordinates and disseminates the Board agenda and suppor�ng documents for Board of Educa�on mee�ngs in conjunc�on with the Assistant to the Superintendent. 10. Posts Board Agendas to the Board of Educa�on Website. 11. Provides backup informa�on to the Business Administrator including the "Sunshine Law" with the date that mee�ngs were published. 12. A�er Board mee�ngs, reviews the agenda with Business Administrator to prepare the minutes. 13. Maintains the minute book, including execu�ve sessions, including any a�achments in the minute b ook, posts minutes to the Board website. 1 4. A �er Regular Board mee�ngs, sends budget transfers and Board Secretary Report to appropriate personnel. 15. Prepares and publishes legal no�ces in the newspapers, the Borough Clerk, and Kinnelon Public Library. 16. A ssists the Business Administrator with the reconcilia�on of bank accounts. 17. Assists payroll with the prepara�on of payroll as needed. 18. Creates purchase orders as requested, keeping pink copies of POs in file for one (1) year. 19. Maintains master insurance policies with current insurance company/companies. 20. Keeps track of all district vehicles and registers all vehicles with the insurance carrier. 2 1. C reates contracts for and manages the personnel records of non-cer�ficated (secretaries, p araprofessionals, cafeteria/playground aides, custodial, maintenance, and bus drivers) and non-affiliated staff (technology department). 2 2. P repares pos�ng and classified adver�sements for all non-cer�ficated (secretaries, paraprofessionals, cafeteria/playground aides, custodial, maintenance, and bus drivers) and non-affiliated staff (technology department) and screens personnel applica�ons. 23. Makes arrangements for Business Administrator and Board members for conferences and c onven�ons, including purchase orders. 24. Develops Right-to-Know training schedules for required personnel. 25. Maintains all district records for Right-to-Know, Bloodborne Pathogens, and Asbestos to ensure compliance with statute. 26. Files Materials Safety Data Sheets and distributes to schools. 27. Ensures that all water reports and water le�ers are completed in a �mely fashion. 28. File all Monitoring Reports 2 9. R enews custodial/maintenance boiler licenses. 30. Tracks Paraprofessional subs�tute cer�fica�ons. 3 1. Processes all workman's compensa�on claims and maintains files. 32. File all Monitoring Reports received from sewerage treatment. 3 3. Keeps track of Work Orders for the schools. 34. Distribute custodial/maintenance work schedules to schools at the beginning of each week. 35. Processes all student accident reports. K innelon Public Schools K innelon, New Jersey J ob Description 36. A ssists Supervisor of Buildings & Grounds in any other per�nent ma�ers. Acts as a liaison between the Superintendent, the Business Administrator, the Administrator's and the custodial/maintenance s taff in screening and rou�ng inquiries and requests. 3 7. O rders supplies as needed. 38. Prepares and Maintains contractor cer�ficates 3 9. Handle details of school elec�ons. 40. P ost PEOSHA report in all schools. 41. Word processes, assembles, and adver�ses bids adhering to the legal no�ce requirements. 4 2. B ids and obtain custodial/maintenance uniforms. 4 3. P repares and processes district prin�ng order. 4 4. P rocess, maintain, and assist the schools in the prepara�on of the requirements of the New Jersey School Nutri�on Policy. 45. Prepares and distributes nutri�on packets and le�ers to parents. 4 6. Prepares and scheduled boiler inspec�ons. 47. Assist in prepara�on of the annual snow call list. 48. Sends Audit Reports to proper personnel. 49. Manages the Board of Educa�on website. 5 0. Performs such other du�es as may properly come within the scope of said posi�on or as may be requested by the Business Administrator or the Superintendent.
