Executive Confidential Administrative Assistant to the Superintendent

Position Type:

Secretarial/Clerical/Secretary - 12-Months

Date Posted:

5/15/2024

Location:

Superintendent`s Office

Closing Date:

05/25/2024

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Position: Executive Confidential Administrative Assistant to the Superintendent

QUALIFICATIONS:

1. High School diploma or equivalent Proficiency

2. Bilingual (Written and Oral Proficiency) strongly preferred

3. Required criminal history check and proof of

4. U.S. citizenship or resident alien status.

JOB GOALS:

This job requires exceptional problem solving and interpersonal skills and the ability to acquire knowledge of community interactions, district operations, policies, and procedures.

POSITION PURPOSE:

Under the direct supervision of the Superintendent of Schools, the Confidential Executive Assistant to the Superintendent provides a wide variety of complex and confidential administrative and secretarial support to the Superintendent; communicates information on behalf of the Superintendent to school district employees, parents, other school districts, public agencies, etc.; ensures compliance of Superintendent's office and Board activities with administrative requirements; and addresses a variety of issues and/or provides general support necessary to ensure efficient and effective school district operations.

ESSENTIAL FUNCTIONS:

* Handles all correspondence for Superintendent of Schools .
* Corresponds with Board Trustees with regard to Board business involving
* the Superintendent.
* Composes routine and complex documents (e.g. executive summaries, correspondence, policies, agendas, minutes, newsletters, event programs, handbooks, bulletins, reports, job postings, etc.) for the purpose of communicating information to school and district personnel, students, parents, the public, and others. Corresponds with all district administration on a daily, ongoing basis to keep the Superintendent apprised of all district happenings.
* Prepares copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees, Board members, parents, and the public regarding meetings, activities, events or other work-related matters.
* Assists the Superintendent in preparing and distributing agendas for Board of Education and committee meetings.
* Attends meetings as assigned (e.g., Board of Education meetings, cabinet meetings, meetings with others contacted in the course of work) for the purpose of conveying and/or gathering information required to perform functions and meet record-keeping obligations.
* Work with Superintendent to prepare, research and review items for collective bargaining.
* Compile/coordinate the classified and certificated items for the Personnel Matter for the Board Agenda.
* Preparation of background negotiations, information and data for the Superintendent and the Board.
* Preparation and scatter grams for bargaining units .
* Preparation and maintenance of files with respect to grievances filed with the Superintendent, including the Superintendent's responses thereto.
* Preparation of materials related to contract negotiation and contract administration.
* Maintain contract distribution to all district unions .
* Maintain collective bargaining information .
* Work with Superintendent to ensure collective bargaining Memorandum of Agreement items are accurately produced in the written Agreement.
* Maintains the daily /weekly /monthly calendar of the Superintendentto coordinate the scheduling of work-related appointments, activities, meetings, etc.
* Maintains calendar of school district events for the purpose of coordinating and scheduling district activities.
* Maintains documents, and records for the purpose of providing up-to-date reference, retrieval, and audit trail for the Superintendent and for compliance.
* Assists in maintaining the district application system, including the posting of job vacancies, distribution of applications, etc.
* Assists in maintaining personnel records and files as required, including certification forms and retirement records.
* Assists visitors to the office, including students, parents, substitutes teachers, maintenance workers and others.
* Process incoming mail for the purpose of sorting items in terms of importance and known priorities; send outgoing mail.
* Responds to inquiries (including telephone calls) from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.

ADDITIONAL DUTIES:

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the Superintendent's office and school district operations.

Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

TRAVEL REQUIREMENTS:

Limited travel to and from meetings may be required.

KNOWLEGDE AND ABILITIES

* Ability to describe problems and work orally or in writing to supervisor as needed . Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
* Ability to carry out instructions furnished in written or oral form .
* Ability to add, subtract, multiply and divide, and perform arithmetic computations . Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint).
* Ability to problem-solve job-related issues .
* Ability to work with a diverse group of individuals .
* Ability to process paperwork accurately according to standardized procedures . Ability to maintain confidentiality of information regarding students, employees and others, financial information, collective bargaining information, etc. Organizational, scheduling, and time management skills .
* Knowledge of office management procedures .
* Knowledge of state and federal laws relating to public education and public
* Ability to maintain confidentiality with respect to personnel records, correspondence, and/or investigations.

REPORTS TO

Superintendent of Schools

TERMS & AFFILIATION

Employment Period: Twelve (12) Month

Union Affiliation Non-Union

EVALUATION:

New employees will be placed on a probationary period with three evaluations on the 30th-60th-90th day of work. Veteran staff will be evaluated once a year.

Application Procedure:

All interested candidates must apply online. All certifications, resume, letters of reference, praxis scores and transcripts must be uploaded prior to the closing date of the posting to be considered for any position in the Garfield School District. Do not mail these documents. Once you submit an application, you will receive an email confirmation. This is your confirmation; please do not call to inquire if it was received. All candidates of interest will be contacted by the hiring administrator.

Selection Procedure:

Candidates being considered for the position will be contacted by the hiring administrator to schedule an interview. Effective September 1, 2011, all employees of school districts must reside in the State of New Jersey, unless exempted under law. If you already work for the school district as of September 1, 2011, and you do not live in New Jersey, you are not required to move to New Jersey. However, if you begin your office, position or employment on September 1, 2011 or later, you must reside in New Jersey. If you do not reside in New Jersey, you have one year after the date you take your office, position, or employment to relocate your residence to New Jersey. If you do not do so, you are subject to removal from your office, position, or employment.

The Garfield Board of Education is Equal Employment Opportunity Employer.