MOORESTOWN TOWNSHIP PUBLIC SCHOOLS

 

Title: Full Time - 12-Month Administrative Secretary � Reception, Accounts Payable and Facilities Support

Building:  Administration Building

MEA Salary Guide:  $40,268.00 - $65,788.00

Benefits:  New Jersey Educator's Health Plan

Qualifications:

• High school diploma required; associate degree in business, accounting, office administration, or a related field preferred.
• Two years of related administrative, accounts payable, bookkeeping, purchasing, or office experience preferred.
• Experience in a public school district, governmental agency, or other business office environment preferred.
• Proficiency with office technology, financial management systems, spreadsheets, word-processing software, email, and electronic filing systems.
• Strong organizational skills and attention to detail.
• Ability to manage multiple assignments, deadlines, and interruptions in a busy office environment.
• Ability to communicate professionally and effectively with staff, vendors, community members, and members of the public.
• Ability to manage telephone calls and greet visitors in a courteous and professional manner.
• Ability to maintain confidential and sensitive information.
• Required criminal history background check and proof of authorization to work in the United States.

• Bilingual preferred.

   

Performance Responsibilities:

• Reception and General Administrative Support
• Serves as the primary receptionist for the Administration Building and provides professional customer service to staff, families, vendors, visitors, and members of the public.
• Receives and routes incoming telephone calls, correspondence, deliveries, and requests for assistance.
• Greets visitors, facilitates required sign-in procedures, issues visitor passes, and directs visitors to the appropriate office or staff member.
• Prepares correspondence, notices, reports, spreadsheets, and other documents.
• Performs general office duties, including typing, copying, scanning, filing, mailing, and maintaining electronic and paper records.
• Arranges meetings, assists with the preparation of agendas and materials, and performs related follow-up activities.

• Operates office equipment and technology necessary for the efficient operation of the Administration Building.

   

Accounts Payable and Purchasing Support

• Provides administrative support for the District's accounts payable and purchasing processes.
• Receives, organizes, reviews, and processes invoices and supporting documentation in accordance with District procedures.
• Assists with matching invoices to purchase orders, receiving documentation, and other required records.
• Communicates with District staff and vendors to obtain missing invoices, approvals, receiving records, tax documentation, or other necessary information.
• Assists with the maintenance of accurate vendor, payment, and purchasing records.
• Supports the preparation and organization of documentation for payment processing, audits, and other financial reporting requirements.
• Helps monitor outstanding invoices and purchase orders and follows up with the appropriate staff members or vendors.
• Performs accounts payable data entry and related clerical functions as assigned.
• Facilities Use and Rental Support
• Provides administrative support for the District's facilities-use and rental process.
• Receives and reviews facility-use applications for completeness and required documentation.
• Coordinates with schools, departments, custodial staff, Buildings and Grounds, Athletics, and other District personnel regarding facility availability and scheduling.
• Communicates with applicants regarding scheduling, insurance requirements, fees, approvals, and District procedures.
• Maintains the District's facility-use calendar and related records.
• Assists with preparing permits, rental calculations, invoices, payment records, and supporting documentation.
• Monitors outstanding facility-use documentation and payments and follows up as necessary.
• Helps ensure that approved rentals and activities are properly communicated to affected District personnel.

Buildings and Grounds and Vendor Support

• Provides administrative support to the Buildings and Grounds Supervisor.
• Assists with vendor communication and the coordination of service calls, site visits, project meetings, deliveries, and repair work.
• Solicits and organizes vendor quotations in accordance with District purchasing procedures and under the direction of the Buildings and Grounds Supervisor or School Business Administrator.
• Prepares quote-comparison information and maintains supporting purchasing and vendor documentation.
• Assists with verifying vendor insurance, contact information, required forms, and other documentation.
• Communicates scheduling and access information to vendors and appropriate District personnel.
• Maintains records related to maintenance projects, vendor services, proposals, purchase orders, invoices, and completed work.
• Follows up with vendors and District personnel regarding the status of quotations, orders, repairs, and projects.
• General Responsibilities
• Maintains confidentiality and exercises sound judgment when handling financial, personnel, student, vendor, and District information.
• Works cooperatively with Business Office, Buildings and Grounds, school, and administrative staff.
• Complies with Board policies, administrative procedures, purchasing requirements, and applicable laws and regulations.
• Performs other duties related to the efficient operation of the Administration Building and District as assigned.

Application Process:

All candidates must apply online at:
www.generalasp.com/mtps/onlineapp

Moorestown Township Public Schools is an Affirmative Action/Equal Opportunity Employer.