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School Business Administrator Support Specialist

2 months ago

Camden, New Jersey, United States Camden City School District Full time

POSITION SUMMARY

The role involves collaborating closely with the School Business Administrator/Board Secretary, State District Superintendent, and the Advisory Board President to ensure the preparation of a comprehensive agenda and accurate minutes that reflect the motions, seconds, and individual votes of board members, all aimed at supporting the educational objectives of the district.

ESSENTIAL QUALIFICATIONS

  • High school diploma or GED equivalent; a Bachelor's degree is preferred.
  • At least five years of experience in general office administration.
  • Experience in administrative tasks that include the creation and management of records, reports, legal documents, and meeting critical deadlines.
  • Proven ability to draft agendas effectively.
  • Proven skill in documenting minutes accurately, capturing motions, seconds, and individual votes of board members.
  • Strong organizational, communication, and interpersonal abilities.
  • Understanding of the laws and regulations governing school board operations and record-keeping.
  • Familiarity with legal precedents affecting board meetings, public records, and ethical standards.
  • Completion of a criminal history background check and proof of U.S. citizenship or legal residency is mandatory.
  • Current residency in New Jersey or agreement to establish residency within one year of employment.

KEY RESPONSIBILITIES

Board Meetings and Relations:

  • Collaborate with the Board President and School Business Administrator/Board Secretary to prepare timely agendas and accurately document board meeting minutes.
  • Notify board members of regular and special meetings and coordinate special meetings as requested.
  • Attend all board meetings and ensure accurate recording of proceedings.
  • Prepare and manage communications and materials related to board meetings, including sensitive information.
  • Assist with school elections in compliance with legal requirements.
  • Monitor mandatory training requirements for board members and facilitate registrations.
  • Participate in staff meetings and contribute to district committees as needed.

Record Management:

  • Support the School Board Administrator/Board Secretary in developing and updating operational policies.
  • Safeguard and maintain all board records, ensuring a reliable filing system.
  • Oversee the retention and destruction of public documents in accordance with state laws.
  • Ensure compliance with the Sunshine Law regarding board meeting advertisements.
  • Maintain confidentiality of sensitive records and information.
  • Communicate district needs as perceived by the community and staff to the School Business Administrator/Board Secretary.

Reporting Duties:

  • Assist in policy development for school business operations.
  • Help maintain public records for inspection.
  • Keep a log of correspondence and draft responses as necessary.
  • Represent the school district in meetings and training sessions, accurately documenting essential items.
  • Assist in preparing the annual list of school officials required to file disclosure statements.
  • Check completed disclosure forms for accuracy before submission to the executive county superintendent.

Administrative Support:

  • Manage the schedule for the School Business Administrator/Board Secretary and coordinate meetings.
  • Prepare meeting agendas, attend meetings, take minutes, and follow up on action items.
  • Assist with the setup and cleanup of the boardroom.
  • Act as a liaison between the administrator and other staff, managing inquiries and requests.
  • Arrange travel and conference logistics for board members and district staff.
  • Foster effective working relationships with colleagues, stakeholders, and the public.
  • Perform notary public duties as required.

ADDITIONAL REQUIREMENTS

  • Deliver exceptional customer service to all stakeholders.
  • Perform other duties as assigned by the School Business Administrator/Board Secretary or Advisory Board.

CORE COMPETENCIES

The ideal candidate will possess:

  • A commitment to achieving results and overcoming challenges.
  • Meticulous attention to detail.
  • Strong project management skills, with the ability to handle multiple stakeholders.
  • Excellent organizational and communication skills.
  • High level of confidentiality and professionalism.
  • Strong analytical skills, including proficiency in Microsoft Excel.
  • Ability to build relationships with diverse stakeholders.
  • Teamwork and interpersonal skills.
  • Flexibility and a positive attitude towards challenges.
  • Desire for professional growth and learning opportunities.
  • Integrity in all communications.
  • Commitment to the success of all students, particularly in high-poverty communities.
  • Ability to thrive in a dynamic environment.

VALUES

We seek individuals who embody the District's core values of respect, evidence-based decision-making, open communication, collaboration, and a solutions-oriented approach.