Level I Secretary

Level I Secretary

Location: Perth Amboy Board Of Education

Qualifications:

Demonstrates enthusiasm and interpersonal skills that relates well with students, staff, administration, parents and the community.

Computer knowledge with typing ability in excess of 60 wpm.

Previous experience in secretarial role in public school work (three (3) years preferred).

Proficient in Microsoft Office, information systems, Google docs.

Ability to take notes at meetings as required.

Must possess High School Diploma.

Ability to organize and prioritize daily work and projects and meet tight deadlines.

Required Criminal History Check.

Demonstrate the ability to communicate effectively in English/Spanish, both orally and in writing, using proper grammar and vocabulary.

Provide proof of US citizenship or legal Resident Alien status by completing Federal Form I-9.

Pass required State Mantoux/Tuberculin test and physical exam as required.

Reports to:

Department Administrator/ School Principal

Nature and Scope of Job:

To provide office administrative assistance to the assigned administrator and perform duties and tasks as assigned to ensure the smooth operation of the school/department. Office Manager and Equipment Specialist are considered Level I.

Duties and Responsibilities:

Level I Secretary shall:

Screen telephone calls, arrange appointments, make routine calls for Administrators.

Greet and direct visitors, parents, and general public.

Sort and review mail for Administrator.

Assist in updating specifications, bidding preparation and tracking information until equipment arrives. (where applicable)

Type memos, letters, reports, and schedules.

Assist with tracking all monthly expenditures, requisitions and budget information for payroll.

Maintain mileage reports for fuel. (where applicable)

Order repairs of office equipment.

Photocopying and duplication of observations, letters, schedules, bulletins and flyers.

Prepare and maintain files as required.

Maintain computer data for bus maintenance program, EZ pass, vehicle gas consumption, non- public and any other necessary programs. (where applicable)

Attend staff meetings, as needed, take minutes, transcribe, duplicate and distribute.

Keep record of petty cash expenditures and type vouchers.

Preparation of budget reviews and make lists of all school and office supplies to be ordered.

Supervision of supply inventory.

Operation of all office machines and equipment.

Perform a wide variety of complex and confidential duties for an Administrator. Independently respond to letters and general correspondence of a routine matter.

Compose correspondence and memos from brief verbal instructions or notes.

Type from rough draft, verbal instruction or transcribing machine recordings.

Compose a variety of documents such as memoranda, letters, charts, newsletters, tables and other complex documents using word processing, spreadsheets and desktop publishing software. Use advanced skills to design layouts for program covers, flyers, promotional materials, surveys, etc.

Modify or create forms for reporting data and establish controls for ensuring accuracy of data.

Compile reports from a wide variety of sources.

Perform routine duties related to departmental operations including data research, report writing, coordination of special events and development, needs assessment surveys and maintenance of tracking systems for budget expenditures. Edit, proofread and correct written materials to ensure correct format, spelling, punctuation and grammar.

Verify accurate information of all field trip forms and follow-up until approved date of the trip.

Prepare documents for payroll department.

Perform any other duties as assigned by Department Administrator/School Principal.

Verification of Competency:

District application and resume.

Required documentation outlined in the qualifications above.

A minimum of three letters of reference from former employers 4. Official college transcripts/ High school diploma.

Employment interview.

Physical Demands, Visual Acuity and Working Conditions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job. Unless reasonable accommodations can be made while performing this job, the staff member shall:

Use strength to lift items needed to perform the functions of the job.

Sit, stand, and walk for required periods of time.

Speak and hear.

Use close vision, color vision, peripheral vision and depth perception along with the ability to focus vision.

Communicate effectively in English, using proper grammar and vocabulary.

American Sign Language or Braille may also be considered as acceptable forms of communication.

Reach with hands and arms and use hands and fingers to handle objects and operate tools, computers, and/or controls.

Environmental Demands:

The environmental demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive.

Exposure to a variety of childhood and adult diseases and illnesses.

Occasional exposure to a variety of weather conditions.

Exposure to heated/air conditioned and ventilated facilities.

Exposure to a building in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment.

Function in a workplace that is usually moderately quiet but that can be noisy at times.

Terms of Employment:

12 month exempt salaried position. Salary will be in accordance with the established salary guide in the Agreement between the Perth Amboy Board of Education and the Perth Amboy AFT. Salary benefits, and leave time as negotiated. Conditions established by laws and codes of the State, and policies, rules, and regulations established by the Board of Education (N.J.S.A. 18A:27-4 et). The Level I Secretary will be evaluated by the Department Administrator/School Principal.

Date Adopted: May 31, 2012

Date Revised: August 29, 2013 March 8, 2018