Administrative Assistant To The Business Administrator / Board Secretary

Position Type:
Secretarial/Clerical/Secretary - 12-Months
Date Posted:
3/15/2024
Location:
Passaic County Manchester Regional High School
Date Available:
07/01/2024
ROLLING INTERVIEWS
Administrative Assistant to the Business Administrator/Board Secretary & Director of Facilities
QUALIFICATIONS:
1. Ability to use Word, Google, Excel, and Quickbooks applications
2. Possess strong organizational, communication, and interpersonal skills.
3. Maintains strict confidentiality and high level of professionalism in the performance of all assigned duties.
REPORTS TO:Business Administrator/Board Secretary & Director of Facilities
JOB GOAL: To contribute to the orderly operations of the District business office and Manchester facilities by assisting the Business Administrator and Director of Facilities in their daily activities including purchasing, accounting, and all related matters.
PERFORMANCE RESPONSIBILITIES: (Business Administrator/Board Secretary)

1. Prepare the board agenda through Boarddocs and all necessary exhibits.
2. Execute the minutes of regular monthly board meetings, special meetings, committee meetings, and executive sessions.
3. Execute all vendor contracts with certified board resolutions
4. Maintain and update policies and regulations.
5. Handle Governance Training, workshop registrations and traveling plans for all board members.
6. Work with insurance company for Certificate of Insurance when required for off-premise events.
7. Work with insurance company on all student and employee incidents and worker's compensation.
8. Work with Care Plus and Department of Children and Families for annual renewal of School Based Youth Services Program
9. Fully manage and reconcile the General Organization Account for student activity, referees, and security.
10. Prepare bi-monthly Positive Pay submissions
11. Prepare and manage tax invoices for sending districts
12. Prepare and manage shared service invoices
13. Coordinate and maintain central office petty cash account.
14. Coordinate and handle all use of facility requests and prepare all appropriate paperwork and billing through Master Library.
15. Prepare daily banking deposits.
16. Assist in preparing RFP bid packages
17. Prepare advertisements and bid awards
18. Prepare purchase orders for business office
19. Assist Business Administrator in conducting budget preparation, including salary figures, annual school board election, budget hearings, referendums, and the other legal requirements of the office.
20. Close working relationship with other confidential secretaries providing back-up support and substituting for other confidential secretaries.
21. Monitor business office supplies and reordering when necessary.
22. Perform other duties as assigned by the Business Administrator/Board Secretary/Superintendent

PERFORMANCE RESPONSIBILITIES: (Director of Facilities)

1. Maintain all custodial boiler license and driver license records and renewals
2. Assist in preparing RFP bid packages
3. Prepare advertisements and bid awards
4. Keep accurate records of all facility projects
5. Prepare board resolutions for all facility projects and change orders
6. Prepare purchase orders for facility projects and supplies, as needed
7. Perform other duties as assigned by the Director of Facilities/Business Administrator/Board Secretary/Superintendent