12-Month Confidential Secretary

Penns Grove-Carneys Point Regional School District•Penns Grove, NJ

42d

About The Position

Provides support in a confidential capacity to the Director of the assigned department and the Superintendent of Schools in all matters related to department work. Tasks may vary according to the assigned department. Carries out work assignments with considerable independence within the rules, regulations, and procedures of the Penns Grove-Carneys Point Regional School District, laws of the State of New Jersey and the United States, and the collective bargaining agreement between the School Employees Association and the Board of Education.

Requirements

High school diploma with high school business/secretarial Training.
Experience as a school system secretary.
Excellent organizational skills and ability to work in a high-pressure environment.
Ability to maintain the confidentiality of highly sensitive information and always display a customer-oriented attitude with a high degree of professionalism.
Ability to work with limited supervision and exercise independent judgment.
Demonstrated ability to work harmoniously with others.
Strong typing and word processing skills.
Excellent operational knowledge of Google Suite, Word, Excel, PowerPoint, and similar software
Strong interpersonal skills, and oral and written communication skills.
Pass mandatory pre-employment physical, including drug screening in accordance with N.J.A.C. 6:3-4A.4.
Pass mandatory criminal history screening in accordance with 18A:6-7.1.
Possess valid NJ drivers' license and transportation to move between buildings as needed.
Such alternative qualifications as the Board of Education may find appropriate and acceptable.

Nice To Haves

Post high school training in secretarial procedures and computer operations preferred.
Knowledge of State and Federal requirements related to education and the department to which the individual will be assigned is preferred.
Bilingual in Spanish preferred.

Responsibilities

Maintain files as appropriate to the responsibilities of the Director and Superintendent of Schools
Assists the Director in preparing the assigned department's items for the Board of Education meeting agendas and processes all related follow-up tasks.
Screens calls and/or visitors for the assigned Director and refers them appropriately.
Gathers, summarizes, and prepares data for special reports and correspondence, and assists in the submission of State and Federal reports.
Ensures compliance with all State and County agencies related to assigned department requirements.
Processes all correspondence for the Director and maintains calendar of Director.
Types forms, agendas, reports, and correspondence as directed by the assigned Director.
Prepares and disseminates notices of meetings and maintains documentation of such meetings, including agendas, attendance records, etc.
Maintains and updates department files.
Supervises the workflow associated with the assigned Director's department and prioritizes activities for completion
Assists the assigned Director in maintaining an updated database of department information, such as budget information and expenditures, processing purchase orders, payroll vouchers, etc., depending upon the assigned department.
Assists the assigned Director in developing, processing, and maintaining accurate department records.
Assists in gathering data for negotiations, such as, but not limited to, staff assignments, extra-curricular activities, afterschool or after-hours education program requirements, etc.
Prepares all correspondence and maintains files for the assigned Director.
Assists the assigned Director in developing department-specific job postings and job descriptions (if appropriate) for approval/revision.
Assists the assigned Director with scheduling of meetings, interviews, etc., including, but not limited to, setting up meeting rooms for events, ordering food, etc.
Orders supplies, equipment, and materials for the assigned Director as needed, monitoring inventory of supplies and following up to close out purchase orders.
Provides translation services to other district office personnel as needed, if bilingual.
Works cooperatively with other district staff.
Maintains a level of professional competence appropriate to the specific area of assignment and completes all mandated professional training required by law or the district.
Develops systems for organizing department materials and for independently completing annual tasks after consulting with the assigned Director.
Performs other duties as assigned by the Director or the Superintendent of Schools.