Administrative Assistant (Schools) - 9300

Passaic Board of Education•Passaic, NJ

19h

About The Position

The Administrative Assistant (Schools) organizes and maintains an efficient school office serving administrators, faculty, students, and parents. The role handles correspondence, communications, student and personnel records, attendance and payroll data, calendars, appointments, reports, financial records, and office supplies and equipment. It also supports the Principal with data collection, research, document preparation, meetings, and other administrative tasks. The position requires discretion in handling confidential information, professional and ethical conduct, cooperation with school staff, and compliance with New Jersey school laws and Board of Education policies. The position is for twelve months, with contract terms, salary, and benefits established by the collective bargaining agreement.

Requirements

At least a high school diploma or equivalent.
At least two years of secretarial work experience.
Excellent keyboarding, general bookkeeping, organizational, and filing skills.
Ability to use computers and other electronic equipment for word processing, data management, information retrieval, visual presentations, and telecommunications.
Knowledge of modern office practices, procedures, and equipment; computer programs; Business English, spelling, grammar, and arithmetic; letter and report writing and proofreading; filing systems; receptionist and telephone etiquette and techniques; and budgeting procedures.
Excellent communication, collaboration, organization, and outreach skills.
Successful completion of a required criminal history background check.
Proof of U.S. citizenship or legal registered alien status.

Responsibilities

Establish and promote high standards and expectations for excellent performance.
Maintain confidentiality and perform varied tasks requiring thorough knowledge of school and school-system rules and regulations.
Organize and maintain an efficient office serving the administration, faculty, students, and parents.
Distribute mail; handle correspondence and routine information requests; transcribe, word-process, and proofread letters and responses.
Type, reproduce, and distribute notices to staff, students, and parents, ensuring office communications meet written and oral English standards.
Greet visitors, answer telephone calls, and communicate effectively about routine, sensitive, and confidential matters.
Register new students, obtain and maintain student records, and transfer records when students move to other schools.
Maintain staff attendance data, including absences and substitutes; prepare attendance reports and coordinate payroll data.
Maintain the school calendar of events and facility use.
Maintain electronic and paper data collection and filing systems, including confidential student and personnel files.
Assist the Principal or designee with reports and documents by gathering and organizing data, conducting research, creating graphics and displays, and using word processing and data-management tools.
Arrange appointments, maintain schedules, make announcements, and operate school intercom systems.
Prepare agendas and materials and complete follow-up activities.
Maintain financial records for assigned accounts and budgets; prepare and monitor purchasing tasks and perform bookkeeping.
Obtain and maintain required documents, records, and forms; create forms and organize information for office operations, district and State data collections, and the Principal’s responsibilities.
Complete required monthly and year-end reports on time.
Order and maintain office supplies and arrange for equipment maintenance and repair.
Cooperate with staff in other offices on projects or emergencies and assist other secretarial staff as needed or requested.
Participate in staff meetings and serve on staff committees as appropriate.
Pursue professional growth through collaboration and professional development experiences.
Protect confidential records and use discretion in sharing information within legal limits.
Demonstrate ethical and professional behavior and serve as a positive role model for students and staff.
Follow New Jersey school law, State Board of Education rules and regulations, Board policies and regulations, and contractual obligations.
Perform other duties and responsibilities assigned by law, code, Board policy, or an administrator or supervisor.
Meet the position’s terms of employment, including twelve-month service, and comply with applicable collective bargaining agreement terms and Board-established conditions.