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SalarySchool Secretary
Location: Hoboken, NJ (Maxwell Lane)
Monday-Friday
Hours: 7:30am-1:30pm
DUTIES AND RESPONSIBILITIES:
The duties shall include, but are not limited to, the following:
- Provide friendly customer service to all parents, families, prospective families and visitors.
- Send correspondence to parents regarding school and enrollment information and follow up with families in a timely manner.
- Schedule appointments with prospective families for observations.
- Ensure contact information of all families is up to date.
Billing Responsibilities
- Maintain and update class lists, obtain proper signatures and send to corporate on a weekly basis.
- Review aging reports with bookkeepers for all outstanding tuitions.
- Contact parents regarding outstanding tuitions and document results on a call report.
- Report communication to bookkeeper using call reports on a weekly basis.
- Maintain daycare records and submit to bookkeeper on a weekly basis.
General Responsibilities
- Track student immunization records. Ensure records are updated according to town/city regulations.
- Maintain monthly calendar for all school activities and email to head secretary each month.
- Generate change, withdrawal and refund forms, obtain proper signatures and send to corporate in a timely manner.
- Book field trips with vendors, obtain permission slips from parents and coordinate payment and fees with corporate.
- Create memorandums for events and announcements.
- Book after school activities with vendors and coordinate payment with corporate.
- Run time clock reports for payroll on a bi-weekly basis.
- Work with Building Administrator/Director to complete and submit approved time clock reports and Time Card Exception logs to Human Resources on a bi-weekly basis.
- Take inventory of supplies, order supplies on a monthly basis using a purchase order and coordinate payment with corporate.
- Manage CRM software.
- Collect receipts for school credit card and submit to corporate with an expense report on a monthly basis.
- Maintains confidential student, parent and/or school information in accordance with company policies.
- Performs all such related and non-related duties as may be assigned from time to time.
REPORTS TO: Director/Assistant Director
- Bachelor's Degree preferred
- Preferred Experience in a school setting
- Minimum one-year experience in an office setting.
- Excellent verbal, written and interpersonal skills with the ability to initiate and maintain working relationships with all levels of staff and customers.
- Computer literacy in Office Word, Excel, Outlook and web-based applications, and proficient in the use of office equipment.
- Excellent organizational skills and attention to detail.
- Ability to multi-task in an office setting.
WORKING AND PHYSICAL DEMANDS:
- Office based, requires full range of body motion including; bending, sitting, and standing through the required hour work day.
- May require working under stressful conditions, and requires flexibility in response to staffing needs. Must be regularly available and willing to work at least required hours per day and overtime/weekends as requested.
- Perform duties onsite unless otherwise indicated and approved.
