Bridgeton Public Schools
Job Description
Revised
POSITION:
Administrative Assistant/Business Office Manager
QUALIFICATIONS:
- High school graduate or equivalent and secretarial experience or training.
- Organizational, typing, and computer skills.
- Some knowledge of accounting software and practices is
required.
- 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:
- Prepares and delivers bank deposits for all monies in the General Fund.
- Maintains Board Secretary Checking Account and Petty Cash.
- Opens and distributes mail for the School Business Administrator's Office.
- Receives and screens phone calls for the School Business Administrator.
- Schedules meetings, workshops and conferences for the School Business Administrator.
- Prepares correspondence for the School Business Administrator.
- Files all correspondence for the School Business Administrator's Office.
- Maintains a schedule requesting the use of the Board Room.
- Prepares School Board Meeting Notices, as required.
- Prepares all correspondence for all Board Members as requested including expulsion hearing and grievance responses.
- Types Board Meeting Agendas for the School Business Administrator's requests.
- Types Board Minutes and completes minute books with all required attachments.
- Maintains a schedule/file of all facility usage requests for the district, insuring proper compliance with all Board mandated requirements.
- Supplies financial information on an as-needed basis.
- Responsible for purchasing for the school business administrator, payroll managers, board members, and board solicitor.
- Completes Out of State Travel Request for district, and maintains records in compliance with State regulations.
- Maintains files and requests for open public records act.
- Schedules and set up meetings, conferences, training and travel for Board members and Board Solicitor.
- Prepares spreadsheets and reconciles end of the year duties including but not limited to: Petty Cash, Book Fines, Scholarship letters and checks.
- Maintains Legal files, completes paperwork, schedule meetings and depositions as requested for legal action related to insurance claims.
- Prepare Resolutions for the District.
- Maintains accurate files and assists in all compliance aspects of annual School Board elections.
- Assists in obtaining information used for negotiation and maintains all files related to contract negotiations.
- Maintains appropriate audit files for all financial and contractual information.
- Maintain Asbestos/Right to Know files for administration building.
- Completes Sales Tax Exempt forms as requested for District
- Responsible for all aspects of set up and clean up for Board meetings.
- Assist payroll managers with filing and check distribution.
- Assigns work as needed to other secretaries under the direction of the Business Administrator.
- 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