Attachment # P-2 (11-15-17)

COLTS NECK TOWNSHIP BOARD OF EDUCATION COLTS NECK, NEW JERSEY Job Description Job Title:

Confidential Secretary to the School Business Administrator/Board Secretary

Reports To:

School Business Administrator/Board Secretary

Qualifications: 1. 2.

3. 4. 5. 6. 7. 8.

Minimum high school Diploma or equivalent training required. Post-high school professional training preferred. Superior secretarial, organizational, analytical, computation, communication and human relations skills. High ability to think critically and exhibit sound independent judgement. Strong computer literacy and proficiency in computer applications including Microsoft Office Suite and Google. Ability to maintain confidentiality as required and appropriate. Strong dictation and transcription skills. Minimum five years’ experience as a secretary or in a similar position. Required criminal history check and proof of US citizenship or legal resident alien status. Meet such alternatives to the above qualifications as the Superintendent may find appropriate and acceptable.

Job Goal:

To serve as a confidential secretary to the School Business Administrator/Board Secretary and contribute to the smooth and efficient operation of both the Board/Business Office.

Job and Performance Responsibilities: 1.

Compose, file and retrieve correspondence related to the Office of the School Business Administrator/Board Secretary.

2.

Maintain/coordinate School Business Administrator/Board Secretary calendar; schedule appointments/meetings, handle telephone calls and process incoming mail.

3.

Update district website, as necessary, with information pertaining to the Business office and related departments, i.e. Facilities, Food Services, etc.

4.

Prepare, advertise and distribute public notices of the Board of Education meetings at the direction of the School Business Administrator/Board Secretary.

5.

Assist in the preparation of agendas and attachments for all Board of Education meetings; prepare minutes of Board meetings; maintain official minute book of Board Meetings; upload minutes to district website.

6.

Provide members of the Board of Education with annual mandatory training requirements; handle registration for said trainings; monitor Board members’ completion of trainings.

7.

Provide members of the Board of Education and School District Administrators with timeline and filing instructions with respect to the completion and filing of the mandatory Annual Financial Disclosure Statements with the School Ethics Commission; monitor completion of same; assist School Business Administrator/Board Secretary in the filing of the appropriate certification with the Commission.

8.

Perform miscellaneous requirements associated with the annual school election, including but not limited to communicating with the Monmouth County Board of Elections and updating district website with related election information.

9.

Compile, review data and assist the School Business Administrator/Board Secretary in the submission of state, federal and local reports, including but not limited to ASSA, DRTRS, EXAID, etc.

10.

Assist in the preparation of required forms for submission to the state for DOEfunded construction projects.

11.

Assist in completion of the annual audit as directed by the School Business Administrator/Board Secretary with Board-approved auditor and provide records as requested.

12.

Process district-wide health benefit enrollment information and waiver/opt-out paperwork; maintain all changes to employee benefit coverage; maintain benefit files and confidentiality of all records and information.

13.

Update payroll system with necessary healthcare information; process and maintain 1095 file as required by the Affordable Care Act (“ACA”).

14.

Review of OPRA requests; consultation with Business Administrator/Board Secretary regarding requests and verification of information being requested; assist in the delivery of requested documents via email, regular mail, etc.

15.

Prepare and distribute Free & Reduced Lunch Applications to schools; determine eligibility status of all applications and issue eligibility letters to households; update student information system; maintain master eligibility list.

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16.

Coordinate the districts’ facilities use according to Board Policy, including processing of schedule requests; maintaining SchoolDude facility use system; preparing and submitting invoices to organizations for use of facilities.

17.

Performs other tasks and assumes such other responsibilities as assigned by the School Business Administrator/Board Secretary.

Work Traits: 1. 2. 3. 4. 5. 6. 7. 8. 9.

Maintains confidentiality as required and appropriate. Demonstrates an openness to discuss suggestions. Demonstrates initiative, critical thinking, independence and decision making appropriate to the performance tasks of this position. Makes efficient use of time and resources available. Provides well-organized, accurate work product. Demonstrates ability to prioritize tasks and to change priorities, as appropriate, to meet the needs of the job. Participates in staff development opportunities in accordance with district guidelines and resources to enhance job-related skills and knowledge. Demonstrates a willingness to assist and work cooperatively with colleagues. Displays tact and courtesy when dealing with students, staff, residents and others in person and by telephone in the performance of this position.

Terms of Employment: (12) Twelve-month position. Salary and work year to be determined annually by the Board of Education. Evaluation: Performance of this job will be evaluated in accordance with provisions of the Board’s policy on Evaluation of Non-certified staff.

Adopted:

November 15, 2017

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