School Building Committee Secretary

Consolidated School District of New Britain•New Britain, CT

5d•Onsite

About The Position

CSDNB is seeking a School Building Committee Secretary. This is a non-certified, clerical/administrative role, classified as Secretary I. The position is part-time, working 19.5 hours per week for 12 months, and paid through the School Building Committee. The secretary will provide administrative support for School Building Committee (SBC) meetings, manage invoices and approvals for construction and renovation projects, coordinate financial processing and payments, handle state reimbursement and DAS reporting, and maintain comprehensive records management and compliance.

Requirements

Ability to coordinate administrative support for meetings.
Proficiency in preparing agendas, meeting packets, and minutes.
Skill in distributing meeting materials.
Ability to attend meetings and record official minutes.
Experience in maintaining documentation of actions and approvals.
Capability to coordinate meeting logistics.
Experience in receiving, reviewing, and organizing invoices.
Ability to coordinate invoice review and approvals from various stakeholders.
Skill in preparing invoices for meeting agendas.
Ability to code and authorize approved invoices.
Experience with financial processing systems (e.g., OneSolution).
Proficiency in entering invoices and processing purchase orders.
Ability to monitor financial ledgers.
Skill in maintaining accurate records of project expenditures.
Experience in preparing state reimbursement forms (e.g., Form 1046S).
Ability to categorize and reconcile expenditures.
Understanding of reimbursement eligibility requirements (DAS).
Proficiency in records management, including electronic and hard-copy systems.
Knowledge of district, municipal, and state record-retention requirements.
Ability to maintain a clear audit trail.

Nice To Haves

Experience with school construction and renovation projects.
Familiarity with Core-CT for reimbursement submission.

Responsibilities

Coordinate administrative support for School Building Committee (SBC) meetings, including preparing agendas, meeting packets, prior meeting minutes, invoices, and other required administrative materials.
Distribute meeting materials to SBC members and appropriate district staff in advance of meetings.
Attend SBC meetings, record official meeting minutes, and provide updates regarding project expenditures and financial activity.
Prepare draft meeting minutes and maintain documentation of SBC actions and approvals.
Submit approved meeting minutes and other required records to the City Clerk's Office.
Coordinate meeting logistics, including arranging meals and other necessary meeting supports.
Receive, review, and organize invoices associated with school construction and renovation projects.
Coordinate required invoice review and approvals from the Architect, Construction Manager, Technology Manager, Superintendent, and other appropriate project stakeholders.
Prepare invoices for inclusion on SBC meeting agendas and ensure appropriate documentation is available for committee review and approval.
Code and authorize approved invoices following SBC action.
Enter approved invoices into OneSolution for City review and approval.
Receive and process purchase orders in OneSolution once issued by the City.
Prepare and submit purchase orders and supporting project documentation to the City for payment, including SBC minutes demonstrating authorization of expenditures.
Monitor financial ledgers to verify that invoices and purchase orders have been processed and paid.
Maintain accurate records of project expenditures and provide financial updates to the SBC.
Prepare Form 1046S after verification that eligible project expenditures have been paid.
Categorize and reconcile expenditures on Form 1046S by vendor, invoice number, and applicable project category, including Architect, Construction, Professional Fees, Printing, Equipment, and Technology.
Review expenditures for eligibility under Department of Administrative Services (DAS) reimbursement requirements, recognizing that certain equipment, technology, and printing expenses may not qualify for reimbursement.
Coordinate Superintendent review and signature of completed 1046S forms.
Prepare completed and authorized reimbursement documentation for submission through Core-CT.
Maintain complete electronic and hard-copy records of invoices, purchase orders, approvals, meeting minutes, reimbursement documentation, and related project financial records.
Ensure records are organized and retained in accordance with applicable district, municipal, and state record-retention requirements.
Maintain supporting documentation to establish a clear audit trail from SBC authorization through City payment and state reimbursement.