Substitute Administrative Secretary - 9300

Exhibit 14

PASSAIC BOARD OF EDUCATION

Passaic, New Jersey

JOB DESCRIPTION

TITLE:           Administrative Secretary

QUALIFICATIONS:

1. At least a high school diploma or equivalent.
2. Demonstrate good keyboarding skills, general bookkeeping skills, organizational and filing skills, and the ability to use computers and other electronic equipment for word processing, data management, information retrieval, visual presentation, and telecommunications.

1. Knowledge of modern office practices, procedures and equipment; computer programs; Business English, spelling, grammar, and arithmetic; letter and report writing and proof reading; filing systems; proper receptionist and telephone etiquette and techniques; and budgeting procedures.
2. Excellent communication, collaboration, organization, and outreach skills.
3. Required criminal history background check and proof of U.S. citizenship or legal registered alien status.

REPORTS TO:           Comptroller, Coordinator, Manager, Supervisor, or assigned                                                  administrator

PERFORMANCE RESPONSIBILITIES:

1. Establish and promote high standards and expectations for excellent performance.

1. Perform tasks of varied nature that may be unique to the assigned office or school, requiring a thorough knowledge of the rules and regulations of the schools and school system.

1. Maintain an efficient and well-organized data collection and filing systems.

1. Greet visitors and answer telephone calls in a pleasant and efficient manner and communicate effectively.

1. Ensure that all communications from the office meet proper written and oral English standards.

1. Assist the administrator in the preparation of reports and documents by gathering and organizing data, performing research, creating graphics and displays, using word processing, and data management.

1. Distribute mail and handle correspondence of the office, responding to routine requests for information, and transcribing, word processing, and proofing letters and responses.

1. Register new students, secure appropriate student records, maintain confidential student records, and transfer records for students moving to other schools, if necessary and applicable.

1. Type, reproduce and distribute notices as requested.

1. Arrange meeting details, prepare agendas and materials, and handle follow-up activities.

1. Maintain financial records for the accounts and budgets assigned to the office, preparing and monitoring purchasing tasks, and performing other bookkeeping tasks.

1. Maintain attendance data for each staff member, recording attendance, absences, substitutes, and other required information. Prepare attendance reports, coordinated with payroll data, as required, if necessary and applicable.

1. Make announcements and operate the intercom systems, if necessary and applicable.

1. Obtain and maintain copies of all necessary and required documents, records and forms.

1. Create forms, compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the administrator’s responsibilities.

1. Order and maintain office supplies and provide for the maintenance and repair of equipment.

1. Work cooperatively with the staff in other offices with the completion of projects or emergencies.

1. Assist other secretarial staff as needed and/or requested.

1. Participate in staff meetings and serve, as appropriate, on staff committees.

1. Continue to grow professionally through collaboration with colleagues and professional growth experiences.

1. Protect confidentiality of records and information gained as part of exercising professional duties and use discretion in sharing such information within legal confines.

1. Display ethical and professional behavior in working with everyone who communicates or is associated with the office.

1. Adhere to New Jersey school law, State Board of Education rules and regulations, Board of Education policies and regulations, and contractual obligations.

1. Perform all other duties as required by law, code, or Board policy.

1. Perform such other tasks and assume such other responsibilities as the administrator or supervisor may assign from time to time and not otherwise prohibited by law or regulation.

TERMS OF EMPLOYMENT:

1. Twelve (12) months.
2. Contract terms, salary, and benefits as established by the collective bargaining agreement.
3. Conditions established by laws and codes of New Jersey; and policies, rules, and regulations established by the Passaic Board of Education.
4. Tenurable.

EVALUATION:     Comptroller, Coordinator, Manager, Supervisor, or assigned administrator.

APPROVED:     December 21, 2015