Interim Replacement - Administrative Assistant to the Board Secretary

Interim Replacement - Administrative Assistant To The Board Secretary

Reports To: Business Administrator/Board Secretary

Dates: 8/10/2026 - 11/20/2026

Qualifications:

• High school diploma or equivalent training
• Minimum experience as determined by the board
• Fluency in Google platforms and Microsoft Office Suite
• Knowledge of automated office equipment and efficient office procedures
• Good telephone skills and ability to communicate effectively
• Digital fluency is required
• Required criminal history check and proof of U.S. citizenship or resident alien status

Job Goal:

To carry out all duties necessary for the smooth and efficient operation of the office.

Performance Responsibilities:

• Ensure smooth and efficient operation of the Business Office
• Answer telephone, open mail, assist with or create communications
• Maintain physical and electronic files
• Assist in preparation for Board Of Education meetings
• Create agendas and distribute to Board Of Education members and the District website
• Finalize and distribute minutes for all Board Of Education meetings
• Create certified resolutions or letters as a follow-up to action taken at Board Of Education meeting
• Advertise meeting dates (changes, additions) in all proper mediums
• Attend Board Of Education meetings to take notes as necessary
• Assist with preparation for annual reorganization meeting
• Assist Board Of Education members with registration for conferences and trainings
• Maintain Board Of Education committee roster and assist in onboarding new Board Of Education members
• Assist with tasks related to District insurance
• Distribute to schools the Student Accident Forms - keep file on student accidents
• SAIF - schedule safety meetings, mandatory training, and complete insurance reports
• Assist with filing liability claims
• Update and maintain Use Of Facilities Forms and Certificates Of Insurance
• Enter Purchase Orders and enter office supply orders as needed
• Assist with ensuring proper documents and contracts are added to the District website
• Assist with District audits as needed
• Coordinate other student activities such as Home Schooling, Back Pack Program, etc. with the appropriate department when needed
• Maintain files/logs related to these activities
• Maintain Business Administrator calendar
• Assist with NJDOE Financial Disclosure process for Administration/Board Members
• Assist with District community-based programs
• Organize the Backpack Program for weekend breakfast/lunch to go home on Fridays with students from WRS, CMPS, RHPS, LHS and GMMS who qualify
• Generate E-Cert Certification of Compliance with Federal and State Law Respecting the Reporting of Compensation for Certain Employees
• Complete (P.A.C.O.) Public Agency Compliance Officer form
• Assist with District Record Retention process requirements
• Assist with District Food Service related tasks as needed
• Update the School Lunch Price List and ensure proper distribution
• Update and maintain State and Federal Posters and distribute to school buildings
• Maintain District OPRA log and assist in responding to OPRA requests
• Represent the District in a positive and professional manner
• Protect the confidentiality of records and information gained as part of exercising professional duties and use discretion in sharing such information within legal confines
• Maintain file and follow necessary procedures for Staff Members who live out of district and would like their children to attend VTSD in accordance with Policy #5111
• Attend Board Of Education Meetings as necessary
• Perform other duties as assigned by the Business Administrator/Board Secretary

Terms Of Employment: $25.76/hour