Secretary to the Supervisor of Buildings and Grounds

Secretary to Supervisor of Buildings & Grounds/Part-Time Substitute Coordinator

Nature of Position: Full-Time, 12-Month Position July 1, 2026 Opening Administrative Office, Freehold, NJ

Qualifications:

• High School Diploma; secretarial training
• Minimum experience in general or school office work as determined by the Board
• Knowledge of automated office equipment, and excellent word processing and secretarial skills
• Strong analytical, communication and human relations skills
• Required criminal history background check and proof of U.S. citizenship or legal resident alien status

Reports To: Supervisor of Buildings & Grounds/Assistant Superintendent of Curriculum and Instruction

Performance Responsibilities:

• Supervisory: Supervises the efficient workflow of the school district relative to the responsibilities of the Supervisor of Buildings and Grounds.
• Correspondence and Reports: Supervises and assists in the preparation of all correspondence and reports emanating from the Supervisor of Buildings and Grounds office.
• Filing: Maintains a regular filing system and processes incoming correspondence.
• Telephone: Places and receives telephone calls, and records messages for the Supervisor of Buildings and Grounds.
• Appointments: Maintains a schedule of appointments for the Supervisor of Buildings and Grounds and other central office administrators, district administrators and certificated staff in prioritizing and routing inquiries and requests.
• Liaison: Acts as a liaison between the Supervisor of Buildings and Grounds and other central office administrators, district administrators and certificated staff in prioritizing and routing inquiries and requests.
• Preparation of Reports: Assists the Supervisor of Buildings and Grounds in preparing reports required by law, administrative code and Board policy.
• Record Keeping: Tracks work or maintenance requests, required inspections, and other required items.
• Custodial Coverage of Buildings: Calls and schedules substitute custodians and assists with report on temporary custodial staff.
• Substitute Coordinator:
• Daily Substitute Coordination: Receives requests for substitutes from principals. Daily, monitors staff absences for all buildings. Calls and schedules substitutes to ensure coverage of staff absences. Maintains a daily substitute placement log.
• Records, Reports, and Correspondence: Maintains the active substitute list for the District. Collaborates with the central office staff to maintain physical and computerized substitute records. Prepares and submits information required for processing substitute employee payroll.
• Other Duties: Performs other duties as may be assigned by the Supervisor of Buildings and Grounds and Assistant Superintendent of Curriculum and Instruction.

Terms of Employment: Twelve months. Salary to be established by the Board of Education

Evaluation: Performance of this job will be evaluated in accordance with the Board's policy on evaluation of non-certificated staff.