Administrative Assistant - Guidance - Elmwood Park School District

Position Type:

Secretarial/Clerical/Secretary - 12-Months

Date Posted:

11/25/2024

Location:

Middle & High School

Date Available:

01/20/2025

Additional Information: Show/Hide

School Administrative Assistant- Guidance Department

Position Purpose

Under the direct supervision of the principal or other administrator the School Secretary is to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

QUALIFICATIONS:

The 12-month secretary shall:

1. Have obtained a high school diploma or equivalent.

1. Have experience in a school district.

1. Have excellent integrity and demonstrate good moral character.

1. Exhibit a personality that demonstrates interpersonal skills to relate well with students, staff, administration, parents and the community.

1. Demonstrate the ability to read, write, speak, understand and/or communicate in English sufficiently to perform the duties of this position.

1. Demonstrate the ability to use electronic equipment for work processing, data management, information retrieval, visual presentations, and telecommunications.

1. Provide proof of U.S. citizenship or legal resident alien status by completing Federal Form 1-9 in compliance with the Immigration Reform and Control Act of 1986.

1. Provide evidence that a criminal record history check has been conducted and clearance has been given by the Department of Education. During the initial six month period provide a sworn statement that the individual has not been convicted of a crime or a disorderly persons offense in accordance with 18A:6-7.1.

1. 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.

1. Pass the state required Mantoux Intradermal Tuberculin Test as required by N.J.A.C. 6:3-4A.4.

1. Meet such alternatives to the above qualifications as the Superintendent may deem appropriate, acceptable and legal.

VERIFICATIONS OF COMPETENCY:

1. District application and resume.

1. Required documentation outlined in the qualifications above.

1. A minimum of three references from former employers or other professional sources.

1. Employment interview.

1. High School transcripts and official college transcripts if applicable.

EMPLOYMENT TERMS:

The secretary shall be employed under the following terms:

1. Work year of 12 months.

1. Salary, benefits, leave time and conditions as negotiated by EPEA contract.

1. Conditions established by laws and codes of the State, and policies, rules, and regulations established by the Board of Education (N.J.S.A. 18A:27-4 et. seq.).

JOB FUNCTIONS AND RESPONSIBILITIES:

The 12-month secretary shall:

• Coordinate and set meetings and appointments.

• Attend meetings and take necessary notes and minutes.

• Take and transcribe notes and prepare correspondence and reports.

• Prepare items to be presented to the board of education if deemed necessary.

• Maintain confidential correspondence and report files.

• Distribute information to district employees and the general public.

• Communicate directly with employees and members of the general public by telephone or correspondence.

• Use computer and/or all electronic equipment and school software programs to fulfill job functions, including student data.

• Assists in all correspondence and reports emanating from the building central office.

• Assists, logs in and directs visitors to the schools. Schedules appointments including meetings and job interviews in a manner that protects confidentiality of visitors and applicants.

• Assists in the assignment and work of substitute teachers and daily teacher coverage.

• Acts as a liaison between the building central office in screening and routing inquiries and requests.

• Will assist in maintaining up-to date information that is located on the building website. Upon direction by the principal will review teacher website information to ensure up-to-date information is posted.

• Middle School and High School secretaries will complete the attendance procedures through Realtime, as directed by building administration.

• Athletic Director Secretary will maintain conflict calendar for the district and make it available to all administration.

• Guidance Secretary will provide the Central Office with all information regarding National Honor Society, Junior National Honor Society, Graduation, Awards ceremonies, Scholarship Awards, College Fair, Career Day/Night etc.

• Display the highest ethical and professional behavior in working with students, parents, school personnel and outside agencies associated with the school.

• Serve as a role model for staff in demonstrating a positive attitude, appropriate attire and grooming and an effective work ethic.

• Participate in appropriate in-service and workshop programs and attend any required meetings.

• Protect confidentiality of records and information about staff, and use discretion when sharing any such information within legal confines.

• Perform any duties and responsibilities that are within the scope of employment, as assigned by the building principal, and not otherwise prohibited by law or regulation.

FLSA Status: Non-exempt