Administrative Assistant to the Board Secretary

$50,000 - $50,000/Yr

Vernon Township School District

Full-time - Entry Level

Educational Services

About the position

The Administrative Assistant to the Board Secretary plays a crucial role in ensuring the smooth and efficient operation of the Business Office within the Vernon Township School District. This position involves a variety of secretarial and clerical duties, including communication management, meeting preparation, and record maintenance, all aimed at supporting the Board of Education and the Business Administrator.

Responsibilities

• Ensure smooth and efficient operation of the Business Office
• Answer telephone, open mail, assist with or create communications
• Maintain physical and electronic files
• Maintain and reconcile Board Office petty cash account
• 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
• 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 vacation and personal day schedules for the Business Office
• 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 who qualify
• Generate E-Cert Certification of Compliance with Federal and State Law
• Complete 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
• Perform other duties as assigned by the Business Administrator/Board Secretary

Requirements

• 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

Nice-to-haves

• Experience with Microsoft Excel (1 year preferred)
• Experience with Microsoft PowerPoint (1 year preferred)
• Ability to commute to Vernon, NJ 07462 (preferred)
• Ability to relocate to Vernon, NJ 07462 before starting work (required)

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance