Administrative Assistant

POSITION DESCRIPTION

Position:                     Administrative Assistant

Department:                Schools Office

Reports To:                 Superintendent of Schools

Classification:             Non-Exempt

General Description

Provides secretarial assistance and program support for the Office of the Superintendent of Schools.

Specific Duties/Responsibilities

The following specific responsibilities are representative of duties required in this position. They may be unilaterally but reasonably changed based on the working environment and departmental needs.

• Prepare letters, memoranda, notes, and documents for Superintendent of Schools.
• Maintain and update school leadership contact list and directory of schools.
• Keep track of schools' submittal of requested forms and information and follow-up with schools, as needed, via phone and e-mail communication.
• Handle confidential information in a professional manner.
• Organize, maintain, and update Schools Office files (electronic and hard copies).
• Reserve rooms and submit catering orders for Schools Office sponsored meetings.
• Prepare and duplicate materials needed for meetings and workshops.
• Greet visitors and conduct them to appropriate area or person.
• Assist in collecting information and compiling statistical reports.
• Process ministerial agreements for superintendent's signature.
• Maintain updated log of ministerial agreements.
• Monitor general Schools Office email inbox and forward emails to appropriate staff member.
• Prepare Schools Office invoicing and track collection of payments.
• Prepare APOs for superintendent's approval.
• Assist members of the professional staff with typing, proof reading and duplication of correspondence or other printed materials for distribution.
• Record and distribute minutes of Schools Office staff meetings.
• Process applicant information for school leadership positions and assist with scheduling of interviews.
• Gather employment paperwork for new principals and prepare personnel file for transfer to HR.
• Assist with NJ Pass the Trash inquiries and maintain a tracking system and database.
• Assist with employment verification for former school employees.
• Answer general phone line when Schools Office receptionist is unavailable or busy with another call.
• Update and maintain School Advisory Board database.
• Assist with preparation of materials and mailings for Cooperative Admissions program. 
• Performs any other job-related tasks to ensure the efficient operations of the Catholic Schools office as assigned by the Superintendent.

Qualifications/Skills

• Exceptional organizational skills and ability to manage multiple tasks simultaneously
• Excellent communication skills and phone manner
• Ability to work with others
• Must work well under pressure and be able to meet deadlines
• Attention to detail
• Ability to prioritize tasks
• Strong computer skills: proficient with Microsoft Word and Excel, e-mail etiquette, and general Internet usage and research
• Able to maintain confidentiality

Education and/or Experience (Preferred)

• Bachelor's Degree
• Three or more years of secretarial experience

Physical Demands

The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Rev. 12/2024