Buildings and Grounds Secretary

District-Wide; Penns Grove (NJ); On-site; USD 56,000 - 58,000; Full time

Job summary

Penns Grove - Carneys Point Regional SD District-Wide seeks a Buildings and Grounds Secretary to support district facilities operations from the Penns Grove offices. The role requires strong secretarial skills, confidentiality, and proficiency with MS Office, Google Workspace, and district software.

The position is full-time with a salary range of $56,000–$58,000 per year under the negotiated contract, and requires bilingual Spanish skills, plus ability to travel between buildings for

Qualifications

• High school diploma or equivalent; post-high school business or secretarial training preferred.
• Post-high school training in secretarial procedures and office technology operations preferred.
• Bilingual in Spanish preferred.
• Experience working within a public school system preferred.
• Ability to maintain confidentiality of highly sensitive information with professionalism.
• Proficient with Microsoft Office Suite (Word/Excel), Google Workspace, and district software (Frontline, Genesis, Transfinder).
• Ability to work with limited supervision and exercise independent judgment.

Responsibilities

• Performs general office and clerical duties including answering phones, directing calls, emails, mail, and memos.
• Monitors staff absences and personal day requests; arranges substitute coverage.
• Tracks overtime and coordinates with Payroll.
• Assists with scheduling meetings for maintenance leaders.
• Maintains inventory and prepares shoe reimbursements paperwork.
• Prepares and tracks purchase orders and reconciles budget records.

Skills

Bilingual in Spanish

Customer-oriented

Excellent organizational skills

Education

High school diploma or equivalent

Post-high school secretarial training

Tools

Microsoft Office Suite

Google Workspace

Frontline

Genesis

Transfinder

Job description

Buildings and Grounds Secretary

Penns Grove - Carneys Point Regional SD District-Wide - Penns Grove, New Jersey Open in Google Maps

This job is also posted in Penns Grove - Carneys Point Regional SD

Job Details

Starting Date: To Be Determined

Job Description

TITLE: Buildings and Grounds Secretary

12-Month

QUALIFICATIONS:

• High school diploma or equivalent; post-high school business or secretarial training preferred.
• Post-high school training in secretarial procedures and office technology operations preferred.
• Bilingual in Spanish preferred.
• Experience working within a public school system preferred.
• Ability to maintain confidentiality of highly sensitive. information and always display a customer-oriented attitude with a high degree of professionalism.
• Proficient with Microsoft Office Suite (specifically Word and Excel), Google Workspace, and school administrative software including Frontline, Genesis, and Transfinder.
• Ability to work with limited supervision and exercise independent judgment.
• Knowledge of district addresses, streets, etc. a plus
• Excellent organizational skills with a proven ability to process high volumes of complex data with absolute accuracy under tight pre-school-year deadlines.
• Excellent interpersonal communication and organizational skills.
• Pass mandatory pre-employment physical, including drug screening in accordance with N.J.S.A. 18A:16-2.
• Pass mandatory criminal history screening in accordance with N.J.S.A. 18A:6-7.1.
• Demonstrates consistent and regular attendance as defined by the district and the New Jersey Department of Education.
• Possesses a valid driver's license with a clean driving record; ability to travel between district buildings to provide emergency administrative support as necessary.

REPORTS TO: Director of Buildings and Grounds and/or Business Administrator

JOB GOALS: To assist in the efficient operation of the buildings and grounds department.

• Performs general office and clerical duties including, but not limited to, answering phones, directing calls, responding to or redirecting emails, opening and distributing mail, and typing and maintaining forms, reports, correspondence, and memos.
• Monitors and maintains records of staff absences and personal day requests to ensure adequate building staffing, and assists the Director of Buildings and Grounds with arranging substitute coverage.
• Monitors and tracks overtime for all staff supervised by the Director, ensuring proper documentation for payment and communicating regularly with the Payroll Coordinator.
• Assists the Director with scheduling meetings with Head Maintenance and Head Custodians.
• Maintains an inventory for staff uniforms and prepares paperwork and documentation for shoe reimbursements.
• Schedules uniform appointments with vendors and tracks department staff reimbursements.
• Tracks and inputs all maintenance work orders into the district software system.
• Prepares bid specifications for custodial and maintenance supplies.
• Prepares all Buildings and Grounds department purchase orders, tracks orders, logs packing slips, and reconciles account balances for assigned budget categories to maintain accurate fiscal records.
• Prepares purchase orders for the Chief Information Officer (Technology) and the School Safety & Security Coordinator as assigned.
• Prepares and sends Emergency Closing memos to the Buildings and Grounds staff and logs emergency assignments.
• Maintains inventories of departmental supplies, tools, or keys, including logs of to whom they have been assigned.
• Coordinates and tracks facilities department paperwork, electronic documentation, and scheduling for inspections and maintenance repairs.
• Assists custodians in scheduling and taking the New Jersey Black Seal Boiler License test; tracks completion of licensing requirements for all Buildings and Grounds staff, maintains copies of active licenses, and forwards copies to the Superintendent’s office.
• Acts as the Safety Committee secretary and assists the Safety Coordinator in implementing and documenting the district safety program.
• Maintains compliance logs for preventative maintenance, time sheets, absence management, and required state or federal compliance documentation.
• Maintains logs of mandated facility inspections and tests as required by local, state, and federal regulations.
• Compiles and organizes data (e.g., work orders, budget reports, specialized department reports, time sheets, and personnel records) for the purpose of preparing comprehensive reports.
• Cross-trains in Registration/Enrollment procedures to provide administrative assistance, as needed, to the Transportation and Registration Secretary.
• Performs any other duties that may be assigned by the Superintendent of Schools or designee.

ESSENTIAL JOB FUNCTIONS:

• Ability to occasionally lift, carry, push, or pull office supplies, mail bins, delivery boxes, or printed materials weighing up to 30 pounds.
• Ability to move about the office and navigate between different school buildings, storage areas, or classrooms to distribute materials or perform tasks.
• Ability to remain in a stationary position (sitting or standing) at a desk for extended periods, up to 80% of the workday. Clear vision (close, distance, and peripheral) and auditory acuity required to read computer screens, monitor facility software, and communicate clearly with staff, vendors, and the public.
• Primary work is performed in a standard, climate-controlled office setting. Occasional exposure to dust, ambient noise from custodial machinery, or changing weather conditions when moving between district facilities.
• Continuous use of hands and fingers to operate a computer keyboard, mouse, multi-line telephone system, copier, and other office machinery.
• May need to flex hours to work outside the normal workday during busy times.
• Consistent attendance (better than 95%).

EVALUATION: Annually by the Director of Facilities or the Business Administrator, consistent with policy governing evaluation of affiliated staff.

SALARY & BENEFITS: Penns Grove- Carneys Point Regional Teacher Negotiated Agreement

ANNUAL SALARY RANGE: $56,000.00-$58,000.00

BENEFITS PACKAGE INCLUDES: Medical, prescription, and optional dental insurance

Flexible Spending Account (FSA)

Optional Disability Insurance (AFLAC, Prudential, and American General)

Pre-Tax Deduction Options

Employee Assistance Program (EAP)

Position Type: Full-Time

Salary: $56,000 to $58,000 As per the negotiated contract

Job Requirements

• Citizenship, residency or work visa required

Contact Information

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