Confidential Administrative Assistant to the Superintendent

1 month ago

Moorestown, United States Moorestown Township Public Schools Full time
Position Type:
Secretarial/Clerical/Confidential Administrative Assistant

Date Posted:
11/15/2024

Location:
District Administration Building

Date Available:
01/02/2025

Closing Date:
12/01/2024
Date Posted: November 15, 2024
Job Title: Confidential Administrative Assistant to the Superintendent
Location: Administration Building
Start Date: January 2, 2025
Length of Assignments: 2024-2025 school year
Salary: Non-Affliate Pay Scale
Length of the Work Day: 7.4 hours per day, 5 days a week

Position Summary: Provide executive level administrative support to the superintendent and other assigned central office administrators. As an extension of the superintendent's authority, works closely with the superintendent to determine organization administrative priorities and ensures timely completion of those priorities by performing duties as assigned.

Qualifications: Associate's degree (A.A. or A.S.) or equivalent training from a two-year college or technical school.To perform this job successfully, an individual must have strong administrative skills and the ability to prioritize work with minimal supervision. Demonstrates experience with independent projects and tasks. Must possess expert knowledge of computer software applications.

Job Goal: 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 or superintendent. Serve as the superintendent's confidential assistant; supervise all administrative/secretarial duties in the office and coordinate district and office administrative activities.

Performance Responsibilities:

Office Management
  • Supervises and coordinates the efficient workflow of the department relative to the responsibilities of the supervising administrator.
  • Performs all secretarial/clerical and confidential work as assigned by the superintendent.
  • Prepare sensitive materials for the superintendent in the areas of labor relations, labor management, employee grievances and student, board, parent, community, and teacher relations.
  • Supervises and assists in the preparation of all correspondence and reports emanating from the administrator's office. Maintains the confidentiality of sensitive correspondence.
  • Maintains a regular filing system, as well as a set of confidential files and processes incoming correspondence. Ensures that the material is properly marked, secured and accessible for immediate use by administrators. Assembles confidential material according to instructions, and prepares summaries of confidential documents.
  • Places and receives telephone calls and records messages for the administrator. Screens calls and inquiries that involve sensitive topics. Personally handles calls involving confidential or sensitive topics. Accommodates the caller's concerns without referring callers unnecessarily to the administrator.
  • Maintains a schedule of appointments for the administrator and makes arrangements for conferences, meetings, and interviews. Prepares agendas, takes clear notes and handles follow-up activities as necessary. Make sure the administrator has any necessary back-up materials needed. Prepares minutes when assigned.
  • Arrange meetings on behalf of the superintendent and other board members and ensure that the participants, as appropriate, are briefed on issues to be raised at such meetings.
  • Design, implement and monitor management data storage and retrieval systems for the superintendent.
  • Coordinate and collect documentation for the monthly fire and security drills for the year from building principals.
  • Prepares formal presentation materials and reports as directed by the Assistant Superintendent
  • Maintains HIB reports and prepares them for presentation for board review. Prepare letters of recommendation related to HIB cases to the appropriate people.
  • Acts as a liaison between the administrator and other administrative staff in screening and routine inquiries and requests.
  • Assists the administrator in compiling data and preparing reports required by law, administrative code and board policy.
  • Operates all business machines necessary to complete reports and clerical work required in the operation of the office.
  • Study management methods in order to improve the effectiveness and efficiency of workflow and reporting procedures.
  • Identify administrative needs and develop appropriate solutions or recommendations
  • Prepares and manages the school district calendar
  • Ability to maintain, post and support social media
  • Other duties as assigned by the superintendent

Technology Skills: Proficient in software applications related to role, including but not limited to Microsoft Word, Microsoft Excel, Google Suite, Frontline, and Genesis Employee Portal and Student Information System

Application Deadline: December 1, 2024
Application Process: All Candidates should apply online at www.generalasp.com/mtps/onlineapp.

The Moorestown Township Public School District is an Affirmative Action Employer

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