Administrative Assistant to the Director of Administration - Anticipated

Hamilton Township School District (Mercer County)•Hamilton, NJ

37d•Onsite

About The Position

Administrative Assistant to the Office of Administration. This is a non-affiliated 12 month position Qualifications: Excellent proficiency in google applications suite Superior knowledge of office procedures and operations Excellent proficiency in communication Superior knowledge in handling complex and multi-faceted assignments with poise, efficiency, accuracy and confidentiality Commitment to thoughtful and thorough service for all constituents Excellent proficiency with student information systems Excellent proficiency with business accounting software applications Superior knowledge of Board of Education policies and NJ Administrative Code Superior knowledge of NJDOE state reporting process Superior knowledge of NJDOE registration & residency requirements Job Summary: Create and disseminate various types of correspondence, reports, notices, recommendations and other as required by the office of administration Create and disseminate differentiated communications to include but not be limited to: telephone, email, fax, US mail and other as required by the office of administration Create and maintain an office schedule, schedule of appointments as well as make all necessary arrangements for conferences, interviews, meetings and other as required by the office of administration Create and manage office budget, prepare purchase orders and requisitions as necessary and perform all relevant bookkeeping tasks associated with the office of administration Review periodicals, newsletters and social media in order to advise the office of administration of pertinent information and other concerns relative to the district Create and organize pertinent data necessary for monthly reporting purposes to the board of education and the state department of education as required by the office of administration Create, manage and facilitate board agenda items as required by the office of administration. Create and maintain up-to-date information about activities, achievements etc. of individual schools, students and staff Create and maintain effective communication with local, county and state officials as necessary to facilitate cooperation Create and promote effective public relations as necessary for the office of administration Create and coordinate and special district functions as necessary for the office of administration Create and maintain ongoing and proactive communications with the district school office personnel as required by the office of administration Create and maintain excellent communications strategies with families, staff, colleagues, community, state and local leaders as well as the NJDOE and other state organizations related to the function of the office of administration Develop presentations, memos and other written reports as necessary Develop a collaborative working relationship with all other HTSD departments Perform other assignments and/or duties as determined by the office of administration Education/Experience: A Bachelor's Degree or Associate's Degree is preferred with an emphasis on communication, public relations, community education, or business administration. A minimum of 3 years of secretarial or leadership experience in a school or board of education office is preferred. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedural manuals etc. Ability to apply concepts of basic algebra in order to calculate figures and amounts such as discounts, percentages, interest, commissions, proportions, area etc.

Requirements

Excellent proficiency in google applications suite
Superior knowledge of office procedures and operations
Excellent proficiency in communication
Superior knowledge in handling complex and multi-faceted assignments with poise, efficiency, accuracy and confidentiality
Commitment to thoughtful and thorough service for all constituents
Excellent proficiency with student information systems
Excellent proficiency with business accounting software applications
Superior knowledge of Board of Education policies and NJ Administrative Code
Superior knowledge of NJDOE state reporting process
Superior knowledge of NJDOE registration & residency requirements
A Bachelor's Degree or Associate's Degree is preferred with an emphasis on communication, public relations, community education, or business administration.
A minimum of 3 years of secretarial or leadership experience in a school or board of education office is preferred.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedural manuals etc.
Ability to apply concepts of basic algebra in order to calculate figures and amounts such as discounts, percentages, interest, commissions, proportions, area etc.

Nice To Haves

Ability to communicate in multiple languages preferred

Responsibilities

Create and disseminate various types of correspondence, reports, notices, recommendations and other as required by the office of administration
Create and disseminate differentiated communications to include but not be limited to: telephone, email, fax, US mail and other as required by the office of administration
Create and maintain an office schedule, schedule of appointments as well as make all necessary arrangements for conferences, interviews, meetings and other as required by the office of administration
Create and manage office budget, prepare purchase orders and requisitions as necessary and perform all relevant bookkeeping tasks associated with the office of administration
Review periodicals, newsletters and social media in order to advise the office of administration of pertinent information and other concerns relative to the district
Create and organize pertinent data necessary for monthly reporting purposes to the board of education and the state department of education as required by the office of administration
Create, manage and facilitate board agenda items as required by the office of administration.
Create and maintain up-to-date information about activities, achievements etc. of individual schools, students and staff
Create and maintain effective communication with local, county and state officials as necessary to facilitate cooperation
Create and promote effective public relations as necessary for the office of administration
Create and coordinate and special district functions as necessary for the office of administration
Create and maintain ongoing and proactive communications with the district school office personnel as required by the office of administration
Create and maintain excellent communications strategies with families, staff, colleagues, community, state and local leaders as well as the NJDOE and other state organizations related to the function of the office of administration
Develop presentations, memos and other written reports as necessary
Develop a collaborative working relationship with all other HTSD departments
Perform other assignments and/or duties as determined by the office of administration