Administrative Assistant (Schools) - 9300

TrulyHired; Passaic (NJ); On-site; USD 38,000 - 52,000; Full time

Job summary

Passaic Board of Education in Passaic, New Jersey seeks an Administrative Assistant (Schools) to support principals, faculty, students, and parents with confidential clerical work, scheduling, records, and communications.

Qualifications include a high school diploma, at least two years of secretarial experience, strong keyboarding and bookkeeping skills, and proficiency with office software; applicant must pass background checks.

Qualifications

• At least a high school diploma or equivalent.
• At least two (2) years of secretarial work experience.
• Demonstrate excellent keyboarding skills, general bookkeeping skills, organizational and filing skills, and the ability to use computers and other electronic equipment for word processing, data management, information retrieval, visual presentation, and telecommunications.
• Knowledge of modern office practices, procedures and equipment; computer programs; Business English, spelling, grammar, and arithmetic; letter and report writing and proof reading; filing systems; proper receptionist and telephone etiquette and techniques; and budgeting procedures.
• Excellent communication, collaboration, organization, and outreach skills.
• Required criminal history background check and proof of U.S. citizenship or legal registered alien status.

Responsibilities

• Establish and promote high standards and expectations for excellent performance.
• Hold confidential, all aspects of the job designated confidential.
• Perform tasks of varied nature, requiring a thorough knowledge of the rules and regulations of the schools and school system.
• Organize and maintain an efficient and well-organized office that handles a variety of tasks for the administration, faculty, students, and parents.
• Distribute mail and handle correspondence of the office, responding to routine requests for information, transcribing, word processing, and proofing letters and responses.
• Type, reproduce, and distribute notices to staff, students and parents.
• Ensure all communications from the office meet proper written and oral English standards.
• Greet visitors and answer telephone calls in a pleasant and efficient manner and communicate effectively in routine, sensitive, and confidential matters.
• Register new students, secure appropriate student records, maintain confidential student records, and transfer records for students moving to other schools.
• Maintain attendance data for each staff member, recording attendance, absences, substitutes, and other required information. Prepare attendance reports and coordinate payroll data.
• Maintain a current school calendar of events and use of facilities.
• Maintain efficient and well organized electronic and paper data collection and filing systems, including confidential student and personnel files.
• Assist the Principal or designee in the preparation of reports and documents by gathering and organizing data, performing research, creating graphics and displays, using word processing, and data management.
• Arrange appointments and maintain a schedule.
• Make announcements and operate the school intercom systems.
• Prepare agendas and materials, and handle follow-up activities.
• Maintain financial records for the accounts and budgets assigned to the office, preparing and monitoring purchasing tasks, and performing other bookkeeping tasks.
• Obtain and maintain copies of all necessary and required documents, records and forms.
• Create forms, compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the Principal's responsibilities. Complete all required monthly and year end reports in a timely fashion.
• Order and maintain office supplies and provide for the maintenance and repair of equipment.
• Work cooperatively with the staff in other offices with the completion of projects or emergencies.
• Demonstrate willingness to assist other secretarial staff as needed and/or requested.
• Participate in staff meetings and serve, as appropriate, on staff committees.
• Continue to grow professionally through collaboration with colleagues and professional growth experiences.
• Protect confidentiality of records and use discretion in sharing such information within legal confines.
• Display ethical and professional behavior in working with everyone who communicates or is associated with the office. Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and grooming, accepting responsibility and an effective work ethic.
• Adhere to New Jersey school law, State Board of Education rules and regulations, Board of Education policies and regulations, and contractual obligations.
• Perform all other duties as required by law, code, or Board policy.
• Perform such other tasks and assume such other responsibilities as the administrator or supervisor may assign from time to time and not otherwise prohibited by law or regulation.

Skills

Secretarial work

Keyboarding

Organizational skills

Communication skills

Outreach skills

Budgeting

Reception etiquette

Education

High school diploma

Tools

Word processing

Spreadsheet software

Data management systems

Job description

Passaic Board of Education

Passaic, New Jersey

Job Description

Title: Administrative Assistant (Schools)

Qualifications

• At least a high school diploma or equivalent.
• At least two (2) years of secretarial work experience.
• Demonstrate excellent keyboarding skills, general bookkeeping skills, organizational and filing skills, and the ability to use computers and other electronic equipment for word processing, data management, information retrieval, visual presentation, and telecommunications.
• Knowledge of modern office practices, procedures and equipment; computer programs; Business English, spelling, grammar, and arithmetic; letter and report writing and proof reading; filing systems; proper receptionist and telephone etiquette and techniques; and budgeting procedures.
• Excellent communication, collaboration, organization, and outreach skills.
• Required criminal history background check and proof of U.S. citizenship or legal registered alien status.

RESPONDS TO: Principal

Performance Responsibilities

• Establish and promote high standards and expectations for excellent performance.
• Hold confidential, all aspects of the job designated confidential.
• Perform tasks of varied nature, requiring a thorough knowledge of the rules and regulations of the schools and school system.
• Organize and maintain an efficient and well-organized office that handles a variety of tasks for the administration, faculty, students, and parents.
• Distribute mail and handle correspondence of the office, responding to routine requests for information, transcribing, word processing, and proofing letters and responses.
• Type, reproduce, and distribute notices to staff, students and parents.
• Ensure all communications from the office meet proper written and oral English standards.
• Greet visitors and answer telephone calls in a pleasant and efficient manner and communicate effectively in routine, sensitive, and confidential matters.
• Register new students, secure appropriate student records, maintain confidential student records, and transfer records for students moving to other schools.
• Maintain attendance data for each staff member, recording attendance, absences, substitutes, and other required information. Prepare attendance reports and coordinate payroll data.
• Maintain a current school calendar of events and use of facilities.
• Maintain efficient and well organized electronic and paper data collection and filing systems, including confidential student and personnel files.
• Assist the Principal or designee in the preparation of reports and documents by gathering and organizing data, performing research, creating graphics and displays, using word processing, and data management.
• Arrange appointments and maintain a schedule.
• Make announcement and operate the school intercom systems.
• Prepare agendas and materials, and handle follow-up activities.
• Maintain financial records for the accounts and budgets assigned to the office, preparing and monitoring purchasing tasks, and performing other bookkeeping tasks.
• Obtain and maintain copies of all necessary and required documents, records and forms.
• Create forms, compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the Principal's responsibilities. Complete all required monthly and year end reports in a timely fashion.
• Order and maintain office supplies and provide for the maintenance and repair of equipment.
• Work cooperatively with the staff in other offices with the completion of projects or emergencies.
• Demonstrate willingness to assist other secretarial staff as needed and/or requested.
• Participate in staff meetings and serve, as appropriate, on staff committees.
• Continue to grow professionally through collaboration with colleagues and professional growth experiences.
• Protect confidentiality of records and use discretion in sharing such information within legal confines.
• Display ethical and professional behavior in working with everyone who communicates or is associated with the office. Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and grooming, accepting responsibility and an effective work ethic.
• Adhere to New Jersey school law, State Board of Education rules and regulations, Board of Education policies and regulations, and contractual obligations.
• Perform all other duties as required by law, code, or Board policy.
• Perform such other tasks and assume such other responsibilities as the administrator or supervisor may assign from time to time and not otherwise prohibited by law or regulation.

Terms of Employment

• Twelve (12) months.
• Contract terms, salary, and benefits as established by the collective bargaining agreement.
• Conditions established by laws and codes of New Jersey; and policies, rules, and regulations established by the Passaic Board of Education.
• Tenurable.

Evaluation

Evaluated by Principal