Find & Apply For Office / Administrative Assistant Jobs in Kinnelon, New Jersey

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.

TERMS OF EMPLOYMENT

12-Month employee

ANNUAL E VALUATION

Performance will be evaluated annually

D ATE APPROVED

May 27, 2021