Confidential Secretary to the Business Administrator and Accounts Payable Clerk

 Montclair Public Schools

Office of Human Resources

JOB DESCRIPTION

TITLE: Confidential Secretary to the Business Administrator & Accounts Payable Clerk

QUALIFICATIONS: 

1. High school diploma or GED, associates degree preferred;

2. Proficient keyboarding, word processing, file maintenance skills; 

3. Excellent organization, communication, and interpersonal skills; 

4. Ability to use computer and software to develop spreadsheets, databases, and word processing documents; 

5. Three years or more advanced secretarial experience with extensive successful contact with people; 

6. Prior accounts payable experience is desired;

7. Ability to speak and write effectively in the English language, 

8. Ability to deal effectively and positively with the public and various press and media, 

9. Ability to assume responsibility and maintain confidentiality; 

10. Ability to prioritize and manage multiple tasks efficiently; 

11. Ability to relate well and maintain positive relations with others; 

12. Demonstrated aptitude or competence for assigned responsibilities, 

13. Required criminal background check and proof of US citizenship or legal alien status, 

14. Ability to work on site during the hours required,

15. Such alternatives to the above qualifications as the Board may find appropriate and acceptable,

     

REPORTS TO:         Business Administrator

JOB GOAL:              To assist the business administrator/board secretary and board with tasks necessary for the efficient operation of the business office and the district. To process and disburse payments to vendors and furnish accurate reports of bills to be paid each month and list of claims against the Board of Education.

PERFORMANCE RESPONSIBILITIES:

1. Perform a variety of clerical, secretarial, and administrative duties for the business administrator, 

2. Assist with the preparation and distribution of confidential materials to Board members, 

3. Provide outstanding customer service using positive interpersonal communicational skills. 

4. Acting as liaison with administrative, classified and certificated personnel as well as the Board of Education and the public,

5. Order and maintain office supplies,

6. Gather and prepare information for a variety of local, state and federal reports,

7. Participates in the preparation and distribution of assigned school district publications,

8. Responds to requests for public information in accordance with the law and board policy, 

9. Assists the business administrator in general administrative office operations, 

10. Prepares or supervises the timely preparation of all assigned reports, records, lists and other paperwork, 

11. Works under the direction of the business administrator with other central administration on district initiatives,       

12. Makes all decisions and performs all tasks in accordance with Montclair Public Schools policies and regulations, 

13. Complies with all applicable federal and state laws and regulations,

14. Check, extend, and compare all invoices with accounting and receiving copies of purchase orders;

15. Process and disburse payments to vendors.

16. Maintain accounts payable files,

17. Review unpaid purchase orders and invoices and follow-up by contacting vendors and staff members to obtain required information.

18. Process purchase orders prior to issuance,

19. Maintain vendor files,

20. Prepare monthly report of bills and claims for submission to the Board of Education.

21. Performs other related duties as may be assigned.

     

TERMS OF EMPLOYMENT:  12 month, Salary commensurate with experience, to be determined by the board. (Range $70,000- $80,000) 

EVALUATION:  Performance of this job will be evaluated annually in accordance with state law and provisions of the board's policy on evaluation of non-certified staff.

ESTABLISHED:      May 6,  2026

The Montclair Public School District is an Affirmative Action/Equal Employment Opportunity Employer.