Adminstrative Assistant to the Assistant Superintendent of HR and Chief Academic Officer

Administrative Assistant

Qualifications: High School Diploma; possess excellent Administrative Assistant skills with an emphasis in computer knowledge.

Reports to: Assistant Superintendent of Human Resources and Chief Academic Officer

Supervises: N/A

Job Goal: To provide Administrative Assistant services associated with operating the Curriculum and Instruction Office for the West Deptford School District.

Performance Responsibilities:

Overall responsibilities

1. Acts as the Assistant Superintendent of Human Resources and Chief Academic Officer's personal and confidential Administrative Assistant.
2. Schedules appointments for the Assistant Superintendent of HR & CAO.
3. Types correspondence and maintains files.
4. Schedules and coordinates staff, times and locations for the Assistant Superintendent of HR & CAO's committees.
5. Sort, open, date stamp and review both inter-office and USPS mail for Central Office.
6. Researches/designs/prepares annual District Teacher Calendar and School Calendar.
7. Serves as backup for Student Registration in the event that the Administrative Assistant for Registration is not available.
8. Submits appropriate board motions for the Office of Curriculum and Instruction to appear on Board Agendas.
9. Maintains records for student teacher placements between local universities and district buildings.
10. Maintains records for student nurse placements between local universities and district buildings.
11. Maintains record keeping for department budget.
12. Maintains and updates Job Description Manual.
13. Prepares requisitions for purchases in connection with textbooks, supplies or materials.
14. Obtains price quotes for materials needed by the Assistant Superintendent of HR & CAO

1. Prepares and submits Purchase Orders for the Assistant Superintendent of HR & CAO.
2. Maintains record keeping for budgets and documentation of activities for various grant programs.
3. Registers staff for in-service programs.
4. Registers staff for workshops out-of-district.
5. Coordinates New Teacher Academy (refreshments, agendas, invitations, etc.).
6. Handles various requests from Administrators, other staff members and Board Members.
7. Assists with studies and reports as required by the Assistant Superintendent of HR & CAO.
8. Processes all new staff regarding certification, physicals, Mantoux testing, fingerprints, criminal history review, emergent hiring, I9 forms and any other employment forms.
9. Maintains/updates staff lists for all certificated and non-certificated staff.
10. Assists in figuring out yearly salaries for all staff members.
11. Uploads salary guides, non-contracted salaries and longevity into Systems 3000 after contract is finalized.
12. Processes observation reports for all staff and files them in the appropriate personnel files.
13. Prepares rehire lists/motions for the Reorganizational Meeting for all staff.
14. Types and sends rehire letters and contracts annually to non-tenured teaching staff and Administrators.
15. Maintains personnel records for all staff.
16. Processes all new staff regarding certification, physicals, Mantoux testing, fingerprints, criminal history review, emergent hiring, I9 forms and any other employment forms.
17. Assists, Creates and Works with Staff on Leave of Absences
18. Coordinates with CAO Chapter 5 Disclosure Forms
19. Maintains Affirmative Action files.
20. Assumes other duties and responsibilities incidental of the office or as assigned by Central Office Administration

Environmental Requirements:

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.

1. Exposure to a variety of childhood and adult diseases and illnesses.
2. Work conditions are typical office environment temperatures of 65 to 80 degrees.
3. Work space has typical conditioned airflow ventilation found in a business office environment.
4. Exposure to a building in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment.
5. Function in a workplace that is usually moderately quiet but that can be noisy at times.

Physical Demand Requirements:

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:

1. Must be able to sit for long periods of time at an office desk.
2. Speak and hear.
3. Communicate effectively in English, using proper grammar and vocabulary. American Sign Language or Braille may also be considered as acceptable forms of communication.
4. Reach with hands and arms and use hands and fingers to handle objects and operate tools, computers, and/or controls
5. Use close vision, color vision, peripheral vision and depth perception along with the ability to focus vision.
6. Heavy computer utilization with ability to observe a computer monitor for hours of the day is required.
7. Minor standing time for copier utilization from time to time.
8. Ability to lift up to 25 lbs. to move office boxes when necessary.

Employment Conditions:

Contract Term: July 1st to June 30th, 12 months

Salary: Discretion of the Board of Education

Terms and Conditions: Conditions outlined in the Non-Bargaining Handbook

Evaluation: In accordance with Board policy

West Deptford Township Public Schools