Secretary to the Assistant School Business Administrator, Facilities Director, and Registration Office Assistant

The Black Horse Pike Regional School District has an opening for a Secretary to the Assistant Business Administrator, Facilities Director, and Registration Office Assistant for the 2026-2027 school year.

Qualifications

• Must possess a High School Diploma or GED
• Knowledge of Microsoft Office programs.
• Proficient in CSI (Computer Solutions Inc.)
• Good communication skills in dealing with employees and public in general.
• Strong Organizational Skills.
  
  

REPORTS TO: Assistant School Business Administrator and District Facilities Director

JOB GOAL: Perform office duties to the best of your ability and be knowledgeable in all matters pertaining to your office/department. Perform difficult secretarial and clerical duties entailing a high degree of responsibility, discretion, and confidentiality, using independent judgment, in addition to routine work necessary for the smooth and efficient operation of the office.

Performance Responsibilities

• Compose and handle routine correspondence as directed.
• General office responsibilities, including but not limited to, mail, answering phones, scheduling meetings, email, copying, faxing, scanning, laminating, filing, and internet research.
• Communicate with vendors and assist in the competitive bidding process and obtain quotes for projects.
• Manage quotes and prepare purchase orders; assisting Accounts payable with any issues.
• Prepare vendor list for the maintenance department, including state contracts.
• Maintain inventories of custodial and grounds supplies, materials, tools and repair parts, and, in conjunction with the Business Office, arranges purchase of replacements as needed.
• Maintain an asset report and an ongoing list of capital projects, maintaining files for district projects.
• Assist with the annual schedule of preventative maintenance, repairs, maintenance, cleaning, special work projects, inspections and contracts.
• Maintain records of truck equipment repairs completed by Gloucester Township.
• Maintain petty cash for the maintenance department; prepare and submit account transfer forms when needed.
• Maintain a calendar for the district maintenance staff
• Prepare and maintain schedules for maintenance staff, coordinating vacation schedules for all personnel.
• Order, organize and distribute uniforms for Maintenance personnel.
• Receive calls from staff members who are unable to report to work due to illness or emergency and arrange for substitute coverage when necessary, updating the sub list as needed.
• Maintain flow chart for the district maintenance department.
• Develop a maintenance packet of information for the beginning of the school year.
• Prepare snow emergency cards for Central and Maintenance.
• Oversee work order requests and training of new staff on the work order program.
• Track and maintain employee certifications and trainings. (GCN,CEFM, Boiler's License, Fertilization Certificate).
• Maintain and submit payroll information for the maintenance department.
• Acts as secretary for the District Safety Committee.
• Manage QSAC books for all district buildings.
• Organize and oversee GCN training for the district maintenance staff.
• Prepare and oversee district shredding.
• Prepare IPM and IAQ reporting and website updates.
• Organize IPM book for the district.
• Assist with all of the needs for new student entrants, including collecting and organizing all paperwork.
• Assist with scheduling of new entrant appointments.
• Assist with contacting other school districts and various services for student information and records.
• Prepare health screenings for all students for the nurses' offices in the district.
• Maintains confidentiality as required and appropriate. Maintains highly confidential records and files, ensuring that the material is properly marked, secured, and accessible for immediate use by administrators.
• Set up interviews and file new hire paperwork for bus drivers.
• Organize and file bus inspection forms.
• Organize and file student accident forms.
• Set up interviews for District Security personnel.
• Keep records and file Facilities agendas and minutes.
• Track Drivers' and Bus Aides' Vector and State training and submit to the County.
• File NJDMV driver paperwork for inspections.
• Submit bus rental information, including driver paperwork and certificates of insurance.
• Review NJDMV registration of all District vehicles and file title and paperwork.
• Track all bus repairs and enter purchase orders.
• Track and maintain paperwork for Statement of Assurance of Security, Safety, and health and Safety Evaluations of school buildings
• Other duties as needed and/or directed.
  
  

Salary commensurate with experience on the District Salary Guide - $38,000 - $64,306.

This position includes the following: Health Benefits, Dental Benefits, EAP Services, Access to Wellness and Discount Programs

Per policy 4125, the district will give preference to qualified individuals who are residents of the Black Horse Pike Regional School District.