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Secretary

4 months ago

Vineland, United States Cumberland County Technical Education Center Full time
JOB DESCRIPTION: SECRETARY

REPORTS TO: Principal

NATURE AND SCOPE OF JOB:

To perform all secretarial duties necessary for the efficient operation of the school offices.

QUALIFICATIONS:
  1. High School Diploma or equivalent certificate.
  2. Five years (minimum) Secretarial Experience.
  3. Strong verbal and written communication skills.
  4. Demonstrate the ability to use current district technological platforms, Google Education Suite, data management platforms, visual and audio presentations, and telecommunications.
  5. Demonstrate the ability to use electronic equipment for word processing, data management, information retrieval, visual and audio presentations, and telecommunications.
  6. Demonstrate the ability to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary.
  7. Provide proof of U. S. citizenship or legal resident alien status by completing Federal Form I-9 in compliance with the Immigration Reform and Control Act of 1986.
  8. Provide evidence that a criminal record history check has been conducted and clearance has been given by the Department of Education, or, during the initial six month period provide a sworn statement that there have not been any convictions of a crime or a disorderly persons offense in accordance with 18A:6-7.1.
  9. Provide information that includes current/former employers within the last twenty (20) years in which the employment involved direct contact with children ; a written authorization that consents to current and former employers disclosing certain information; and a written statement as to whether the applicant has any employment history regarding child abuse and/or sexual misconduct in accordance with N.J.S.A.18A:6-7.6.
  10. Provide evidence that health is adequate to fulfill the job functions and responsibilities with reasonable accommodation pursuant to 42 U.S.C. 12101 and in accordance with N.J.A.C. 6:3-4A.4.
  11. Pass the State required Mantoux Intradermal Tuberculin Test as required by N.J.A.C. 6:3-4A.4.
  12. Meet such alternatives to the above qualifications as the Superintendent may find appropriate and acceptable.

VERIFICATION OF COMPETENCY:
  1. District Application, resume and references.
  2. Required documentation outlined in the qualifications above.
  3. Applicable transcripts.


EMPLOYMENT TERMS:

The Secretary shall be employed under the following terms:
  1. Work year of twelve months.
  2. Salary or hourly wage, benefits, and leave time as specified in the Collective Bargaining Agreement.
  3. Conditions established by all laws and codes of the State, and all policies, rules, and regulations established by the Board of Education (N.J.S.A. 18A:27-4 et seq.).


JOB FUNCTIONS AND RESPONSIBILITIES:

The Secretary shall:
  1. Coordinate the efficient workflow of the school system relative to the responsibilities of the assigned School Office.
  2. Perform all secretarial work as assigned by the Principal or designee.
  3. Assist in the preparation of all correspondence and reports originating from the Main Office.
  4. Maintain a filing system.
  5. Process incoming correspondence.
  6. Place and receive telephone calls and record messages for the Administration and respond appropriately.
  7. Assist with maintaining a schedule of appointments for the Administration and makes arrangements for conferences, meetings and interviews.
  8. Perform specialized assignments as required, including other tasks related to the efficient operation of the Main Office, as assigned.
  9. Act as a liaison between the Administration and staff in screening and routing inquiries and requests.
  10. Assist the Administration in compiling data and preparing reports required by law, administrative code and board policy.
  11. Prepare teacher and student materials as assigned.
  12. Act as office receptionist as assigned.
  13. Input and update all student information as required.
  14. Protect confidentiality of records and information gained as part of exercising professional duties and use discretion in sharing such information within legal confines.
  15. Perform any duties that are within the scope of employment and certifications, as assigned by the Principal or assigned supervisor, and not otherwise prohibited by law or regulation.
  16. Adhere to New Jersey school law, State Board of Education rules and regulations, Board of Education policies and regulations, school regulations and procedures, and contractual obligations.


PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job. Unless reasonable accommodations can be made, while performing this job the staff member shall:

  1. Use strength to lift items needed to perform the functions of the job.
  2. Sit, stand and walk for required periods of time.
  3. Use close vision, color vision, peripheral vision and depth perception along with the ability to focus vision.
  4. Communicate effectively in English, using proper grammar and vocabulary. American Sign Language or Braille may also be considered as acceptable forms of communication.
  5. Reach with hands and arms and use hands and fingers to handle objects and operate tools, computers, and/or controls.


ENVIRONMENTAL DEMANDS:

The environmental demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive.
  1. Exposure to a variety of childhood and adult diseases and illnesses.
  2. Occasional exposure to a variety of weather conditions.
  3. Exposure to heated/air conditioned and ventilated and non-air conditioned facilities.
  4. Exposure to a building in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment.
  5. Function in a workplace that is usually moderately quiet but that can be noisy at times.
  6. Exposure to fumes from various materials.


EVALUATION:

The Principal and assigned supervisor shall evaluate the Secretary in accordance with Policy No. 4221 or 4222, Regulation No. 4221 or 4222, this Job Description and such other criteria as shall be established by the Board of Education.

Approved: May 22, 2017

Revised: February 25, 2021

Revised: August 24, 2023