Bridgeton Public Schools

Job Description
Revised

POSITION:

Administrative Assistant/Business Office Manager

QUALIFICATIONS:

1. High school graduate or equivalent and secretarial experience or training.
2. Organizational, typing, and computer skills.
3. Some knowledge of accounting software and practices is required.
4. Required criminal history background check and proof of U.S. citizenship or legal resident alien status.

REPORTS TO:

The Administrative Assistant/Business Office Manager is directly responsible to the School Business Administrator.

JOB GOAL:

To assist and support the School Business Administrator in the performance of his/her role and responsibilities by maintaining a thorough and efficient operation, and supervise and assign work to office staff under the auspices of the School Business Administrator.

PERFORMANCE RESPONSIBILITIES:

1. Prepares and delivers bank deposits for all monies in the General Fund.
2. Maintains Board Secretary Checking Account and Petty Cash.
3. Opens and distributes mail for the School Business Administrator's Office.
4. Receives and screens phone calls for the School Business Administrator.
5. Schedules meetings, workshops and conferences for the School Business Administrator.
6. Prepares correspondence for the School Business Administrator.
7. Files all correspondence for the School Business Administrator's Office.
8. Maintains a schedule requesting the use of the Board Room.
9. Prepares School Board Meeting Notices, as required.
10. Prepares all correspondence for all Board Members as requested including expulsion hearing and grievance responses.
11. Types Board Meeting Agendas for the School Business Administrator's requests.
12. Types Board Minutes and completes minute books with all required attachments.
13. Maintains a schedule/file of all facility usage requests for the district, insuring proper compliance with all Board mandated requirements.
14. Supplies financial information on an as-needed basis.
15. Responsible for purchasing for the school business administrator, payroll managers, board members, and board solicitor.
16. Completes Out of State Travel Request for district, and maintains records in compliance with State regulations.
17. Maintains files and requests for open public records act.
18. Schedules and set up meetings, conferences, training and travel for Board members and Board Solicitor.
19. Prepares spreadsheets and reconciles end of the year duties including but not limited to: Petty Cash, Book Fines, Scholarship letters and checks.
20. Maintains Legal files, completes paperwork, schedule meetings and depositions as requested for legal action related to insurance claims.
21. Prepare Resolutions for the District.
22. Maintains accurate files and assists in all compliance aspects of annual School Board elections.
23. Assists in obtaining information used for negotiation and maintains all files related to contract negotiations.
24. Maintains appropriate audit files for all financial and contractual information.
25. Maintain Asbestos/Right to Know files for administration building.
26. Completes Sales Tax Exempt forms as requested for District
27. Responsible for all aspects of set up and clean up for Board meetings.
28. Assist payroll managers with filing and check distribution.
29. Assigns work as needed to other secretaries under the direction of the Business Administrator.
30. Performs other related duties as required by the position and/or assigned by the School Business Administrator.

TERM OF EMPLOYMENT:

12 Months. Salary to be determined by the Board of Education

EVALUATION:

Job performance will be evaluated in accordance with Board policy.

NMS/et 9-21-99
Rev. 4-24-08
Rev. 6-18-08
MTT 10-2019