Assistant to the School Business Administrator

4 weeks ago

Camden, United States Camden City School District Full time

ROLE OVERVIEW

To work closely with the School Business Administrator/Board Secretary, State District Superintendent, and the Advisory Board President to prepare a timely and complete agenda and to prepare accurate minutes that include correctly recording the motions, seconds and individual votes of the board members, in order to help achieve the educational goals of the district.

MINIMUM REQUIREMENTS

High school graduate or a GED equivalent. Bachelor’s degree preferred. Minimum five years’ experience in general office work. Administrative experience involving the development and maintenance of records, reports, legal documents and meeting critical deadlines. Demonstrated ability to prepare an agenda. Demonstrated ability to prepare accurate minutes that include correctly recording the motions, seconds and individual votes of the board members. Demonstrated organizational, communication and interpersonal skills. Knowledge of the statutes and regulations governing school board operations and record-keeping, such as N.J.S.A. 18A-10 Boards of Education, Constitution; Organization; Meetings Familiarity with court cases interpreting statutes and regulations on Board meetings, the Sunshine Law, public records, and the School Ethics Act. Required criminal history background check and proof of U.S. citizenship or legal resident alien status will be required for employees of the district. Current residency in New Jersey, approved residency waiver or candidate agrees to obtain residency within one year of employment.

ROLE & RESPONSIBILITIES

Major responsibilities of the role include, but are not limited to:

Board Meetings/Board Relations:

Works closely with the Board President and the School Business Administrator/Board Secretary to prepare a timely and complete agenda and to prepare accurate minutes that include correctly recording the motions, seconds and individual votes of the board members.

Notifies all board members of regular and special meetings. Calls special meetings whenever requested by the State District Superintendent or School Business Administrator/Board Secretary. Attends all board meetings. Ensures the recording of all proceedings of board meetings; prepares the official meeting minutes and handles all correspondence of the board. Prepares communications, materials and other supporting deliverables leading up to and following board meetings, including documents that may contain sensitive and confidential information related to personnel matters, strategic internal and external communications and other related topics. Performs duties related to school elections as required by law and works cooperatively with the county board of elections, the county clerk and district board of elections in facilitating all regular and special school elections. Monitor and communicate to Board Members mandatory training requirements and register members for training and meetings. Attend required staff meetings and serve, as appropriate, on district committees.

Record Keeping:

Assists the School Board Administrator/Board Secretary and the board in developing and updating policies for all aspects of the school business operation. Safeguards and maintains all records and papers of the board, and devises a system of acceptable recording and filing to guarantee the safety and availability of all reports, minutes of meetings, contracts, communications and publications, and such other documents as the board may place in the secretary's custody. Is responsible for the retention and destruction of public documents in accordance with state law and retention schedules and serves as the records management officer. Ensures that Board meetings are advertised and held in accordance with the Sunshine Law. Protect the confidentiality of records and information gained as part of exercising professional duties and use discretion in sharing such information within legal confines Communicates to the School Business Administrator/Board Secretary the needs of the District as perceived by community and staff.

Reporting Requirements:

Assists in developing and updating policies for all aspects of the school business operation. Assists the School Business Administrator/Board Secretary in maintaining the records and papers of the board, and makes public records available for public inspection. Maintains a log of general correspondence and drafts responses to inquiries. Attends meetings and training sessions, representing the school district and accurately recording items that must be handled by the district. Assists in preparing and updating the annual list (on or before February 1) of the school officials, by office and position, whose responsibilities require the filing of the Financial and Personal/Relative Disclosure Statements. Prior to the annual submission to the executive county superintendent, assists in checking the completed disclosure forms to assure that both required forms have been filed; that all questions have been answered or indicated as not being applicable; and that each copy is signed by an original signature.

Administrative Functions:

Maintains a schedule of appointments for the School Business Administrator/Board Secretary and makes arrangements for conferences, meetings, and interviews. Prepares agendas for meetings organized by the School Business Administrator/Board Secretary, attend meetings, take minutes, and handles follow-up activities as necessary. Assists in the setup and cleanup of the boardroom before and after board meetings. Acts as a liaison between the administrator and other administrative staff in screening and routing inquiries and requests. Makes conference and travel arrangements for board members, the executive team and district staff as assigned; prepares requests for travel funds and initiates and processes purchase orders. Establishes and maintains effective working relationships with co-workers, customers, board members and the public. Performs duties as required of a notary public.

Miscellaneous Provisions:

Provides outstanding customer service to all internal and external stakeholders, including managing follow-up for items requested by the Advisory Board and community stakeholders. Performs such other duties as may be prescribed by law or assigned by the School Business Administrator/Board Secretary or the Advisory Board.

CORE COMPETENCIES 

An ideal candidate for this role will demonstrate the following and/or have experiences with: 

A willingness to go above and beyond to do whatever it takes to achieve strong results  Extraordinary attention to detail  High level of skill in project management, including developing and managing short-term and long-term work-plans involving multiple stakeholders  Strong organizational skills, attention to detail, the ability to balance the big picture with the steps required to reach the end goal, and the ability to balance multiple projects under tight deadlines  Strong oral and written communication skills  Maintains a high degree of confidentiality and professionalism when dealing with sensitive information ? Strong analytical skills, including comfort level using Microsoft Excel and other online reporting tools to compile data, trends and reports  Building and cultivating relationships with a wide variety of internal and external stakeholders  Outstanding interpersonal and teamwork skills and a willingness to go above and beyond to contribute to the success of a team  Managing towards outcomes and ambitious goals despite significant obstacles  Flexible, optimistic approach; committed to overcoming challenges; comfortable with ambiguity ? Managing change in school districts (especially mid-sized urban school districts) or other governmental institutions ? Ability to work independently and manage multiple responsibilities simultaneously  Desire to grow professionally and seek out new opportunities to learn  Integrity and clarity in all communications and interactions  Commitment to the success of all Camden students; specifically to raising the academic achievement of children in high-poverty communities  Ability to thrive in a fast-paced environment, learn quickly and take initiative  CORE VALUES We are seeking individuals who will exemplify the District’s core values: Respect and Humility We serve our community by recognizing the strengths, experiences, and perspectives of others. We humbly recognize our own limitations and incorporate lessons we gain from our reflective practice. Evidence-based We use evidence to inform decisions and to ensure that we are accountable to our students and families. Communication & Collaboration We communicate openly and work collaboratively, recognizing that getting to the best possible decisions requires input from others. Honest communications build trust and establish a community that assumes best intentions. Solutions-oriented With respect for the complexity of this work and the history that precedes us, we focus on persistence, resourcefulness, and inclusiveness to drive toward solutions. REPORTS TO & EVALUATED BY School Business Administrator SUPERVISES N/A SALARY, EMPLOYMENT PERIOD, AND UNION AFFILIATION Salary Range: Competitive Employment Period Twelve months Non-affiliated THE CAMDEN CITY SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYE

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