Secretary Category 7 (12-Month)

Strauss Esmay Associates, LLP; New Jersey; On-site; USD 45,000 - 65,000; Full time

Job summary

Strauss Esmay Associates, LLP seeks a Secretary (Category 7) to support school administration with high-level clerical tasks. The role focuses on secretarial duties for the department manager or principal, and assists supervisory staff with administrative work.

The successful candidate will demonstrate strong English communication, problem solving, and data handling abilities, while maintaining confidentiality and professional conduct.

Qualifications

• High school diploma required; associate degree preferred.
• Excellent written and spoken English with strong grammar.
• Ability to read, analyze, and prepare documents and reports.

Responsibilities

• Perform advanced clerical duties using computer systems and databases.
• Answer phones, take messages, and direct inquiries.
• Greet visitors and route to appropriate staff.
• Set up and manage filing and attendance records.
• Draft and edit department documents and forms.
• Prepare budget reports and manage supplies.

Skills

English communication

Troubleshooting

Critical thinking

Task prioritization

Organization

Interpersonal skills

Confidentiality

Computer skills

Education

High school diploma

Associate degree (preferred)

Tools

Word processing

Data management

Office software

Job description

1400.2XX03 - JOB DESCRIPTION - SECRETARY, CATEGORY 7

Section: Administration Date Created: November 2024 Date Edited: November 2024

Title: Secretary, Category 7

Reports To: Building Principal or Department Administrators

Position Summary: Responsible for performing high level secretarial, clerical and administrative duties for department manager or school principal, and provide secretarial assistance to other supervisory, professional or administrative personnel within a department or school.

Work Year: 10 or 12 months (specific to the position)

Work Hours: Monday through Friday. Specific work hours will be established to best support the respective needs of the position’s placement. Work hours are subject to change at management’s discretion to best support District needs.

FLSA Status: Exempt

Bargaining Unit: EBEA

Pay Grade: Clerical Guide

Qualifications:

• 1. Minimum of a high school diploma; Associates Degree and previous secretarial experience preferred.
• 2. Demonstrate strong ability to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary.
• 3. Troubleshooting: Be able to find the root cause of issues and think logically about solutions.
• 4. Critical Thinking: Think critically in their process of task management. This individual must discern how to prioritize tasks.
• 5. Knowledge: Be able to read and comprehend information, compose a variety of documents, and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: a thorough understanding of applicable laws, codes, rules, regulations and safety standards related to child care, and the New Jersey Department of Education's Preschool Teaching and Learning Standards and the Preschool Implementation Guidelines, scheduling; concepts of grammar and punctuation; technical skills, web-based programs; understand District organization, operations, policies and objectives; apply appropriate codes, laws, regulations, policies and procedures; operate a computer and assigned software and maintain records and prepare reports.
• 6. Ability: Be able to effectively plan, organize, and oversee work programs, including monitoring of work schedules and work performance; classify data and use job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; and work with a variety of data. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: adapt to changing work priorities; display tact and courtesy; establish and maintain effective working relationships; maintain confidentiality; meet deadlines and schedules; set priorities; work as part of a team; facilitate unit and department goals and objectives; maintain consistent and punctual attendance; communicating with diverse groups; meeting deadlines and schedules; ; working independently and with interruptions; and, complying with Board of Education policies and regulations.
• 7. Be self-driven, possess excellent initiative, integrity, and good moral character.
• 8. Possess ability to work effectively and efficiently alone, and cooperatively with other personnel.
• 9. Exhibit personality traits that demonstrate interpersonal skills that relate well to students, staff, administration, parents, and the community.
• 10. Demonstrate advanced technology skills and the ability to use computers for word processing, data management, telecommunications, and other technology and/or systems relevant to the position. Use technology to increase efficiencies in the position.
• 11. Hold a valid driver’s license with no serious violations.
• 12. Provide proof of U. S. citizenship or legal resident alien status by completing Federal Form I- 9 in compliance with the Immigration Reform and Control Act of 1986.
• 13. Provide a medical certification demonstrating the ability to perform the essential job functions and responsibilities with or without reasonable accommodation pursuant to 42 U.S.C. 12101 and in accordance with N.J.A.C. 6A:32-6.3(a).
• 14. Provide evidence that a criminal record history check has been conducted and clearance has been given by the New Jersey Department of Education.
• 15. Provide a sworn statement that the individual has not been convicted of a crime or a disorderly person’s offense in accordance with N.J.S.A. 18A:6-7.1 during the initial six- month employment period.
• 16. Pass the State required Mantoux Intradermal Tuberculin Test as required by law.
• 17. Other qualifications as the Superintendent of Schools may find appropriate.

Post-offer/Pre-employment Physical – None required.

Job Functions & Responsibilities:

• 1. Advanced clerical duties including using computers for various applications, such as database management or word processing.
• 2. Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• 3. Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• 4. Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• 5. Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• 6. Draft and edit correspondence and forms specific to the position and department needs.
• 7. Performing bookkeeping tasks; including but not limited to Scheduling administrative appointments, handling phone inquiries, communicating with other departments on own initiative.
• 8. Handling incoming and outgoing mail.
• 9. Ordering supplies for department and running budget reports as needed; requesting maintenance services for office equipment as needed.
• 10. Manages input of attendance for department or school.
• 11. Preparing specialized reports for department. Manages large scale projects for the department under the direction of the Direct Supervisor.
• 12. Acts as the lead secretary for the department or school; may direct other secretaries in fulfillment of duties; assisting other departmental secretarial staff and filling in for secretary absences.
• 13. Performing advanced duties applicable to assigned school or functional department.
• 14. Establishes and maintains open and regular communications with administrators and staff throughout the district.
• 15. Establishment and maintenance of all applicable files.
• 16. Maintains confidentiality and integrity of all data/information accessed while performing the duties of the position.
• 17. Exercise sound judgment and assume responsibility for organizing and carrying out assignments as directed.
• 18. Maintain a positive, collaborative, and mutually supportive working relationship with community agencies, parents, students, and district and school staff.
• 19. Continue to grow professionally through research, formal studies, and collaboration with colleagues.
• 20. Complete in a timely fashion all records and reports as required by law and regulation or requested by his/her immediate supervisor.
• 21. Answer correspondence promptly.
• 22. Serve on District, state, or community councils or committees as assigned or appropriate.
• 23. Represent, consistently, the District in a positive and professional manner.
• 24. Follow procedures for safe storage and integrity of all public and confidential school records, ensuring that personnel and student record keeping procedures comply with State and Federal law and District policy.
• 25. Protect confidentiality of records and information gained as part of exercising professional duties and use discretion in sharing such information within legal confines.
• 26. Observe strictly to avoid the appearance of conflict, all requirements of the School Ethics Act (N.J.S.A. 18A:12-21 et seq.) regarding conflicts of interest in employment, purchasing, and other decisions, including solicitation and acceptance of gifts and favors, and submit in a timely fashion the required annual disclosure statement regarding employment and financial interests, as applicable.
• 27. Adhere to New Jersey school law, State Board of Education rules and regulations, Board of Education policies, regulations and procedures, and contractual obligations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of this position, and are not meant to be all inclusive. Reasonable accommodations may be made to enable individuals with certain disabilities to perform the essential responsibilities and functions of this job. Unless reasonable accommodations are made to enable an employee to complete these tasks, the employee will have the ability to:

• 1. Speak, hear, and comprehend intelligible English.
• 2. Communicate effectively in English, using proper writing mechanics, grammar and vocabulary.
• 3. Visual and mental acuity.
• 4. Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently as needed to move objects.
• 5. Sit, stand, walk, stoop, crouch, squat, bend, kneel, reach, and repetitive motion for unspecified periods of time.
• 6. Use arms, hands, fingers, feet and toes, and apply manual dexterity to handle objects and materials, and operate office equipment, computers, cell phones, and portable computing and communication devices.

Environmental Demands

The environmental demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive:

• 1. Exposure to a variety of childhood and adult germs, and communicable and non- communicable diseases and illnesses.
• 2. Exposure to heated/air conditioned and ventilated facilities. The work area is generally subject to minimal environmental discomfort related to poor ventilation, loud noises, and/or extremes of heat or cold.
• 3. Exposure to a building in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment.
• 4. Function in a workplace that is usually moderately quiet but that can be noisy at times.
• 5. Occasional exposure to a variety of weather conditions.
• 6. Employees in this position work in a safe and secure work environment that may periodically have unpredicted requirements or demands.
• 7. The nature of the work environment may produce moderate levels of stress.