Administrative Secretary ~ Facilities

Atlantic County Vocational School District; Hamilton Township (NJ); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

NJ State Health Benefits

Vacation, Personal, Sick and Bereavell

Job summary

Atlantic County Vocational School District is seeking an Administrative Secretary to support school administrators at the Atlantic County Institute of Technology campus. The role involves clerical and secretarial duties, handling correspondence, records, purchases and office workflows.

Ideal candidates will have college exposure and strong PC skills (Word, Excel, PowerPoint, Outlook) with excellent organizational and communication abilities. Bilingual is preferred to assist a diverse community.

Qualifications

• Experience in school office administration is preferred.
• Familiarity with records management and compliance practices.
• Strong communication and interpersonal skills are essential.

Responsibilities

• Prepare notices, memos and correspondence for staff awareness.
• Maintain documents, files and records for reference and audit trails.
• Process purchase orders for the district’s finance office.
• Manage inventories of supplies and materials.
• Assist visitors and answer phone inquiries.
• Distribute mail and respond to inquiries from students, parents and staff.

Skills

Communication skills

Organization

Confidentiality

Time management

Bilingual

Education

College degree preferred

Tools

Word

Excel

PowerPoint

Outlook

Job description

• Location: Atlantic County Institute of Technology
• Date Available: TBD
• Closing Date: 09/30/2026

Administrative Secretary ~ Facilities

Position Purpose

Under the direct supervision of the principal or other administrator/supervisor, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees. Bilingual is preferred for this position.

Essential Functions

• Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees regarding activities, events or other work-related matters.
• Assists in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office.
• Assists in maintaining inventories of supplies and materials for the purpose of ensuring items' availability.
• Assist visitors to the office, including students, parents, substitutes teachers, and others.
• Answers telephone calls, and provide information and assistance to callers.
• Distribute incoming mail appropriately; sends outgoing mail.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as personal computer, copy machine, telephone.

Knowledge, Skills and Abilities

• Ability to describe problems and work orally or in writing to supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Organizational and time management skills.
• Knowledge of office management procedures.

Qualification Profile

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

• Previous School Experience
• Graduation from college preferred
• Successful experience with office management preferred.

Salary & Benefits

• Based off the ACVTEA Negotiated Agreement Salary Guide (Range of $44,992- $54,655)
• NJ State Health Benefits
• Vacation, Personal, Sick and Bereavement Time