Administrative Assistant to the Superintendent

General Responsibilities:

Perform all phases of confidential administrative assistant duties to the Superintendent of Schools.

Qualifications:

• Strong written and verbal communication skills.

• Prior experience as a secretary/administrative assistant in a Central Office environment or commensurate private sector experience.

• Tech savvy and proficient in Microsoft Office and other related software systems.

• Sound judgment; ability to interact effectively with the public and with district employees.

Secretarial Duties:

• Acts as confidant to the Superintendent of Schools; realizing that the confidentiality of the position is of utmost importance to maintain the integrity of the Central Office.

• Prepares correspondence and performs clerical tasks as needed (answering phones, distributing mail, copying, etc).

• Maintaining Superintendent files, including confidential personnel files of all staff.

• Prepares and completes the necessary purchase orders for the Superintendent’s office.

• Maintains and updates calendar scheduling for Superintendent and Assistant Superintendent of Schools.

Administrative Duties:

• Prepares bi-monthly Board of Education meeting agendas and worksheets, maintains the BOE Packet in the Google Drive and types bi-monthly meeting minutes.

• Maintains and uses the Emergency Messaging System throughout the year.

• Acts as the DOE Homeroom Administrator and NJ Smart Administrator providing staff members with access to State Required Reporting.

• Prepares annual school calendar and assists in the preparation of the Community Calendar.

• Maintain complete attendance records for personnel. Recording of daily attendance of staff including all mandated requirements such as year-end closing, notification letter regarding number of days left, etc.. 

• Maintains SMID management in NJ Smart.

• Maintains, edits and updates policies on the Strauss Esmay on-line website for link to the BOE webpage.

• Completes the following required state reports and monitors data associated with these reports:

  • Annual Staff Submission

  • Annual Staff Evaluation Summary

  • Annual School Register Summary (and monitors monthly student register)

  • Bi-Annual reporting of Paraprofessionals

  • Annual reporting of School Security/Safety Drills

  • Annual School Report Card

  • Quality Assurance Annual Reports (QSAC)

  • Civil Rights Compliance Report

• Provide information and support for employees requesting leaves of absence (maternity, medical, FMLA, etc.).  Manages and maintains all employee leaves of absence in accordance with state and federal guidelines.

• Administers, maintains and provides support for the Frontline Absence Management system for all employees and the Frontline Recruiting and Hiring system for administrators and supervisors.

• Prepare and maintain statistical information on all personnel, and supports submission of required statistical reports to the state DOE and the Board of Education.

• Assist during the renewal and non-renewal process, increment withholdings, RIF’s and tenure charges.

• Process course approval, tuition reimbursement, staff scale advancements and other salary adjustments.

• Maintain excel sheets on sick time payout and compensated balances.

• Provides support to the Business Administrator and Payroll as needed.

• Assume other duties and responsibilities as assigned by the Superintendent and Assistant Superintendent of Schools for the purpose of benefiting the efficiency of the Central Office and the effectiveness of district operations.