Administrative Coordinator for School Business Operations

1 week ago

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

ROLE OVERVIEW

The primary responsibility of this position is to collaborate closely with the School Business Administrator/Board Secretary, State District Superintendent, and the Advisory Board President to develop a comprehensive agenda and accurately document minutes that reflect the motions, seconds, and individual votes of board members, thereby supporting the district's educational objectives.

MINIMUM REQUIREMENTS

  • High school diploma or GED equivalent; Bachelor's degree is preferred.
  • A minimum of five years of experience in general office administration.
  • Experience in administrative roles involving the creation and management of records, reports, legal documents, and adherence to critical deadlines.
  • Proven ability to prepare meeting agendas.
  • Proven capability to document accurate minutes, including the recording of motions, seconds, and individual votes.
  • Strong organizational, communication, and interpersonal skills.
  • Familiarity with the laws and regulations governing school board operations and record-keeping.
  • Understanding of legal precedents related to board meetings, public records, and ethics.
  • Successful completion of a criminal history background check and proof of U.S. citizenship or legal residency is required.
  • Current residency in New Jersey or agreement to establish residency within one year of employment.

ROLE & RESPONSIBILITIES

The key responsibilities of this role include, but are not limited to:

Board Meetings and Relations:

  • Collaborate with the Board President and School Business Administrator/Board Secretary to create a timely and thorough agenda and accurately document meeting minutes.
  • Notify board members of regular and special meetings and call special meetings as requested.
  • Attend all board meetings and ensure accurate recording of proceedings.
  • Prepare communications and materials for board meetings, including sensitive information related to personnel and strategic communications.
  • Facilitate school elections in accordance with legal requirements.
  • Monitor and inform board members of mandatory training requirements.
  • Participate in staff meetings and serve on district committees as needed.

Record Keeping:

  • Assist in developing and updating policies related to school business operations.
  • Safeguard and maintain all board records and implement an effective filing system.
  • Manage the retention and destruction of public documents in compliance with state law.
  • Ensure compliance with the Sunshine Law for board meeting notifications.
  • Maintain confidentiality of records and information.
  • Communicate district needs to the School Business Administrator/Board Secretary.

Reporting Requirements:

  • Assist in policy development for school business operations.
  • Maintain public records for inspection.
  • Log general correspondence and draft responses to inquiries.
  • Represent the school district in meetings and training sessions.
  • Assist in preparing the annual list of school officials for disclosure statements.
  • Verify completed disclosure forms prior to submission.

Administrative Functions:

  • Manage the schedule for the School Business Administrator/Board Secretary.
  • Prepare meeting agendas and take minutes during meetings.
  • Assist with the setup and cleanup of the boardroom.
  • Act as a liaison between the administrator and other staff.
  • Coordinate travel arrangements for board members and district staff.
  • Establish and maintain effective working relationships with stakeholders.
  • Perform duties as required of a notary public.

Miscellaneous Provisions:

  • Provide exceptional customer service to all stakeholders.
  • Perform additional duties as assigned by the School Business Administrator/Board Secretary.

CORE COMPETENCIES

The ideal candidate will demonstrate the following competencies:

  • Commitment to achieving strong results.
  • Attention to detail.
  • Project management skills.
  • Strong organizational and communication skills.
  • Ability to maintain confidentiality and professionalism.
  • Strong analytical skills, including proficiency in Microsoft Excel.
  • Ability to build relationships with diverse stakeholders.
  • Teamwork and collaboration skills.
  • Ability to manage multiple responsibilities.
  • Desire for professional growth and learning.
  • Integrity in communications.
  • Commitment to the success of all students.
  • Ability to thrive in a fast-paced environment.

CORE VALUES

We seek individuals who embody the District's core values:

  • Respect and Humility
  • Evidence-based decision making
  • Communication and Collaboration
  • Solutions-oriented approach

REPORTS TO

School Business Administrator

SUPERVISES

N/A

SALARY, EMPLOYMENT PERIOD, AND UNION AFFILIATION

  • Competitive Salary
  • Twelve-month Employment Period
  • Non-affiliated

The Camden City School District is an equal opportunity/affirmative action employer.

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