Secretary - Full Time

Full Time - 12-Month Administrative Secretary Reception, Accounts Payable and Facilities Support

Building: Administration Building

MEA Salary Guide: $40,268.00 - $65,788.00

Benefits: New Jersey Educator's Health Plan

Qualifications: High school diploma required; associate degree in business, accounting, office administration, or a related field preferred. Two years of related administrative, accounts payable, bookkeeping, purchasing, or office experience preferred. Experience in a public school district, governmental agency, or other business office environment preferred. Proficiency with office technology, financial management systems, spreadsheets, word-processing software, email, and electronic filing systems. Strong organizational skills and attention to detail. Ability to manage multiple assignments, deadlines, and interruptions in a busy office environment. Ability to communicate professionally and effectively with staff, vendors, community members, and members of the public. Ability to manage telephone calls and greet visitors in a courteous and professional manner. Ability to maintain confidential and sensitive information. Required criminal history background check and proof of authorization to work in the United States. Bilingual preferred.

Performance Responsibilities:

Reception and General Administrative Support

Serves as the primary receptionist for the Administration Building and provides professional customer service to staff, families, vendors, visitors, and members of the public. Receives and routes incoming telephone calls, correspondence, deliveries, and requests for assistance. Greets visitors, facilitates required sign-in procedures, issues visitor passes, and directs visitors to the appropriate office or staff member. Prepares correspondence, notices, reports, spreadsheets, and other documents. Performs general office duties, including typing, copying, scanning, filing, mailing, and maintaining electronic and paper records. Arranges meetings, assists with the preparation of agendas and materials, and performs related follow-up activities. Operates office equipment and technology necessary for the efficient operation of the Administration Building.

Accounts Payable and Purchasing Support

Provides administrative support for the District's accounts payable and purchasing processes. Receives, organizes, reviews, and processes invoices and supporting documentation in accordance with District procedures. Assists with matching invoices to purchase orders, receiving documentation, and other required records. Communicates with District staff and vendors to obtain missing invoices, approvals, receiving records, tax documentation, or other necessary information. Assists with the maintenance of accurate vendor, payment, and purchasing records. Supports the preparation and organization of documentation for payment processing, audits, and other financial reporting requirements. Helps monitor outstanding invoices and purchase orders and follows up with the appropriate staff members or vendors. Performs accounts payable data entry and related clerical functions as assigned.

Facilities Use and Rental Support

Provides administrative support for the District's facilities-use and rental process. Receives and reviews facility-use applications for completeness and required documentation. Coordinates with schools, departments, custodial staff, Buildings and Grounds, Athletics, and other District personnel regarding facility availability and scheduling. Communicates with applicants regarding scheduling, insurance requirements, fees, approvals, and District procedures. Maintains the District's facility-use calendar and related records. Assists with preparing permits, rental calculations, invoices, payment records, and supporting documentation. Monitors outstanding facility-use documentation and payments and follows up as necessary. Helps ensure that approved rentals and activities are properly communicated to affected District personnel.

Buildings and Grounds and Vendor Support

Provides administrative support to the Buildings and Grounds Supervisor. Assists with vendor communication and the coordination of service calls, site visits, project meetings, deliveries, and repair work. Solicits and organizes vendor quotations in accordance with District purchasing procedures and under the direction of the Buildings and Grounds Supervisor or School Business Administrator. Prepares quote-comparison information and maintains supporting purchasing and vendor documentation. Assists with verifying vendor insurance, contact information, required forms, and other documentation. Communicates scheduling and access information to vendors and appropriate District personnel. Maintains records related to maintenance projects, vendor services, proposals, purchase orders, invoices, and completed work. Follows up with vendors and District personnel regarding the status of quotations, orders, repairs, and projects.

General Responsibilities

Maintains confidentiality and exercises sound judgment when handling financial, personnel, student, vendor, and District information. Works cooperatively with Business Office, Buildings and Grounds, school, and administrative staff. Complies with Board policies, administrative procedures, purchasing requirements, and applicable laws and regulations. Performs other duties related to the efficient operation of the Administration Building and District as assigned.

Application Process: All candidates must apply online at

Moorestown Township Public Schools is an Affirmative Action/Equal Opportunity Employer.

Moorestown Township Public Schools