PLEASANTVILLE PUBLIC SCHOOLS
PLEASANTVILLE, NEW JERSEY
JOB DESCRIPTION

Business/ Operations                                               Non-Certified Position

TITLE: SECRETARY 

QUALIFICATIONS: 

1. High school diploma or equivalent training;
2. Minimum of two years experience or as determined by the board;
3. Excellent word processing skills;
4. Knowledge of automated office equipment and efficient office procedures
5. Proficient in MS Office Suite (Word, Excel, PowerPoint, etc.) and web-based applications;
6. Excellent telephone skills and ability to communicate effectively with staff, students and parents;
7. Exhibit a personality that demonstrates interpersonal skills to relate well with students, staff, administration, parents and the community.
8. Demonstrate the ability to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary.
9. Effective time management, problem-solving, organizational, and written and verbal skills;
10. Ability to work independently, as appropriate;
11. Team player, ability to work effectively as a team member and to collaborate on building projects to ensure completion;
12. Current residency in New Jersey, approved residency waiver or candidate agrees to obtain residency within one year of employment. Have excellent integrity and demonstrate good moral character and initiative.
13. Provide proof of U. S. citizenship or legal resident alien status by completing Federal Form I-9 in compliance with the Immigration Reform and Control Act of 1986.
14. 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 person's offense in accordance with 18A:6-7.1.
15. 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.
16. Pass the state required Mantoux Intradermal Tuberculin Test as required by N.J.A.C. 6:3-4A.4.
17. Meet such alternatives to the above qualifications as the Superintendent may find appropriate and acceptable.

REPORTS TO: Principal

JOB GOAL: The secretary provides secretarial and administrative support to the principal while facilitating the smooth and efficient operation of the main office so that the maximum positive impact on the education of children can be realized. Handle confidential information and frequent contact with all levels of district personnel, parents, and community members. 

PERFORMANCE RESPONSIBILITIES: 

1. Receives and routes incoming calls and correspondence for the principal.
2. Performs and ensures office routines are carried out properly.
3. Maintains confidentiality and appropriateness when preparing correspondence, notices, and reports.
4. Provide secretarial support to the principal, including scheduling appointments and meeting as assigned;
5. Maintains a well-organized up-to-date filing system.
6. Operates all business machines necessary to complete reports and clerical work required in the operation of the office.
7. Arranges meetings, prepare agendas and handle follow-up activities as necessary.
8. Schedules observations, evaluations, and conferences for the principal;
9. Maintains confidentiality as required and appropriate.
10. Performs other tasks related to the efficient operation of the office as assigned.
11. Maintain the office and all operations for the building/department to ensure efficient operation;
12. Maintain and keep all confidential emails, correspondences and meetings daily;
13. Assist the building principal with the school budget;
14. Completes special projects as assigned by the principal;
15. Prepares agenda items for board approval
16. Process requisitions for programs and vendor request forms as required;
17. Provide front office support as it relates to absenteeism in the building/department
18. Prepare and respond to emails, memos, and letters as requested by building principal;
19. Assist with staff daily attendance as assigned;
20. Monitor and track staff attendance as requested by principal;
21. Ordering and Billing via Edument and ED-DATA systems
22. Assist principal with reports, printing, and preparing presentations;
23. Performs other tasks related to the efficient operation of the office as assigned.

 PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job.
Unless reasonable accommodations can be made, while performing this job the staff member shall:
 

1. Use strength to lift items needed to perform the functions of the job.
2. Sit, stand and walk for required periods of time.
3. Speak and hear.
4. Use close vision, color vision, peripheral vision and depth perception along with the ability to focus vision.
5. Communicate effectively in English, using proper grammar and vocabulary. American Sign Language or Braille may also be considered as acceptable forms of communication.
6. Reach with hands and arms and use hands and fingers to handle objects and operate tools, computers, and/or controls.

 ENVIRONMENTAL DEMANDS:

1. The environmental demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive.
2. Exposure to a variety of childhood and adult diseases and illnesses.
3. Occasional exposure to a variety of weather conditions.
4. Exposure to heated/air conditioned and ventilated facilities.
5. Exposure to a building in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment.
6. Function in a workplace that is usually moderately quiet but that can be noisy at times

TERMS OF EMPLOYMENT: 12-month employee, salary and work year as set by the PEA contract.

 ANNUAL EVALUATION: Performance of this job will be evaluated annually in accordance with NJ State law and the provisions of the board's policy on evaluations.

BENEFITS:  

• Medical, dental, and vision insurance
• New Jersey State Pensions & Benefits
• Paid sick and personal time
• Optional 403(b) retirement plan (employee-funded)
• Optional disability insurance (employee-funded)          

Salary Range: $44,513.00  - $53,808.00 

Candidates with previous experience will receive credit up to the eleventh step on the salary guide for previous experience. 

Approved by: Pleasantville Board of Education Date: August 18, 2015
Revised: May 2023

LEGAL REFERENCES:
N.J.S.A. 18A:6-7.1 Criminal history record
N.J.S.A. 18A:16-1 Officers and employees in general
N.J.S.A. 18A:16-2 Physical examinations; requirement
N.J.S.A. 18A:17-2 Tenure of secretarial and clerical employees
N.J.A.C. 6A:32-6 School employee physical examinations Immigration Reform and Control Act of 1986, 8 U.S.C.A. 1100 et seq.