Administrative Assistant To The Board Secretary
Description
ADMINISTRATIVE ASSISTANT TO THE BOARD SECRETARY - ANTICIPATED
REPORTS TO: Business Administrator/Board Secretary
QUALIFICATIONS:
High school diploma or equivalent training
Minimum experience as determined by the board
Fluency in Google platforms and Microsoft Office Suite
Knowledge of automated office equipment and efficient office procedures
Good telephone skills and ability to communicate effectively
Digital fluency is required.
Required criminal history check and proof of U.S. citizenship or resident alien status
JOB GOAL:
To carry out all secretarial and clerical duties necessary for the smooth and efficient operation of the Business Office.
PERFORMANCE RESPONSIBILITIES:
Ensure smooth and efficient operation of the Business Office
Answer telephone, open mail, assist with or create communications
Maintain physical and electronic files
Maintain and reconcile Board Office petty cash account
Assist in preparation for Board of Education meetings
Create agendas and distribute to Board of Education members and the District website
Finalize and distribute minutes for all Board of Education meetings
Create certified resolutions or letters as a follow-up to action taken at Board of Education meeting
Advertise meeting dates (changes, additions) in all proper mediums
Attend Board of Education meetings to take notes as necessary
Assist with preparation for annual reorganization meeting
Assist Board of Education members with registration for conferences and trainings
Maintain Board of Education committee roster and assist in onboarding new Board of Education members
Assist with tasks related to District insurance
Distribute to schools the Student Accident Forms - keep file on student accidents
SAIF - schedule safety meetings, mandatory training, and complete insurance reports
Assist with filing liability claims
Update and maintain Use of Facilities Forms and Certificates of Insurance
Enter Purchase Orders and enter office supply orders as needed
Assist with ensuring proper documents and contracts are added to the District website
Assist with District audits as needed
Coordinate other student activities such as Home Schooling, Back Pack Program, etc. with the appropriate department when needed. Maintain files/logs related to these activities
Maintain vacation and personal day schedules for the Business Office
Maintain Business Administrator calendar
Assist with NJDOE Financial Disclosure process for Administration/Board Members
Assist with District community-based programs
Organize the Backpack Program for weekend breakfast/lunch to go home on Fridays with students from WRS, CMPS, RHPS, LHS and GMMS who qualify.
Generate E-Cert Certification of Compliance with Federal and State Law Respecting the Reporting of Compensation for Certain Employees
Complete (P.A.C.O.) Public Agency Compliance Officer form
Assist with District Record Retention process requirements
Assist with District Food Service related tasks as needed
Update the School Lunch Price List and ensure proper distribution
Update and maintain State and Federal Posters and distribute to school buildings
Maintain District OPRA log and assist in responding to OPRA requests
Represent the District in a positive and professional manner
Protect the confidentiality of records and information gained as part of exercising professional duties and use discretion in sharing such information within legal confines
Maintain file and follow necessary procedures for Staff Members who live out of district and would like their children to attend VTSD in accordance with Policy #5111
Perform other duties as assigned by the Business Administrator/Board Secretary
TERMS OF EMPLOYMENT:
Salary and work year to be determined by the board.