Administrative Associate I - Student Services

Somerset County Public Schools has an immediate opening for a 12-month Administrative Associate l in the Student Services Department of the Board of Education. Interested external and internal candidates are welcome to apply.

I. Summary

Provides administrative support to the Student Services department by performing the following duties:

II. Essential Duties and Responsibilities include the following: Other duties may be assigned by the Supervisor of Student Services.

• Answers telephone calls, responds to inquiries, provides information, and directs communications to appropriate personnel.
• Operates a variety of office equipment including, but not limited to, computer, calculator, copier, etc.
• Composes letters, memorandums and other correspondence.
• Assists the Supervisor of Student Services and departmental coordinators with scheduling meetings, preparing agendas, organizing materials, and coordinating professional development activities.
• Coordinates conference registrations, travel arrangements, and related documentation for Student Services and Health Services personnel, as applicable.
• Maintains and monitors departmental budgets, including the local Student Services budget, Health Services/Nursing budget, and McKinney-Vento Homeless Education Grant budget.
• Processes timesheets, mileage reimbursements, credit card transactions, invoices, and other documentation, including those associated with Community Schools.
• Prepares and processes purchase orders, invoices, and other purchasing documentation for Student Services, Health Services, and related programs.
• Orders, receives, inventories, and distributes departmental materials and supplies as needed.
• Tracks expenditures, maintains financial records, reconciles purchases, and provides budget updates as requested.
• Duplicates and distributes resource materials and reports as required.
• Distributes departmental mail and receives and sends departmental faxes.
• Collects, organizes, and maintains departmental data and assists with monthly, quarterly, and annual reporting requirements, including Learning Support Team, bullying and harassment, and other Student Services reports.
• Manages monthly homeless reporting system.
• Coordinates records request between schools and various agencies (i.e. local Dept. of Juvenile Justice, DSS, and the courts).
• Coordinates student records requests and the exchange of information with schools, parents/guardians, and authorized outside agencies in accordance with applicable confidentiality requirements.
• Assists individuals requesting student transcripts and coordinates requests with appropriate personnel.
• Distributes student and health services information to schools in a timely manner.
• Ensures accurate documentation and timely processing of various timesheets, mileage reimbursements, credit card statements, and other invoices.
• Updates brochures, resource lists, handbooks and websites as needed.
• Notifies staff and prepares files for truancy court (bimonthly).
• Assists with scheduling, communication, and preparation of materials for home instruction portfolio reviews conducted during the fall and spring.
• Develops and maintains an organized filing system for all records and reports.
• Maintains professional communication and positive working relationships with school personnel, families, community partners, and outside agencies.

III. Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

A. Education and/or Experience

High School Diploma with at least three years of experience as an administrative assistant. An Associate's degree is preferred. Previous administrative experience in a public school system or related educational setting is also preferred.

B. Certificates, Licenses, Registrations

A valid driver's license is required as there is local travel on an occasional basis.

C. Language Skills

Ability to read and interpret general policies, procedures, instructions and regulations, Ability to prepare clear and accurate reports, correspondence, and other written communications, as directed. Ability to communicate effectively and professionally with school personnel, students, families, community partners, and the general public while maintaining confidentiality.

D. Mathematical Skills

Ability to perform basic mathematical calculations accurately and apply mathematical concepts to budget monitoring, purchasing, expense tracking, and financial recordkeeping. Ability to organize, review, and reconcile financial data using spreadsheets and other financial management tools.

E. Reasoning Ability

Ability to identify and resolve routine problems, exercise sound judgment, and manage multiple tasks and priorities effectively. Ability to interpret and follow written and verbal instructions, apply established policies and procedures, and recognize situations requiring supervisory guidance.

F. Computer Skills

To perform this job successfully, an individual should have knowledge of Internet software; Google Workspace; Microsoft Office Suite, and other office technology applications. Ability to utilize student information systems to access student records, generate reports for attendance and grades. Be able to maintain spreadsheets, track expenditures, and manage financial records using applicable software.

G. Other Skills and Abilities

Ability to demonstrate strong organizational skills, attention to detail, and effective time management. Ability to manage multiple tasks, meet deadlines, and work independently and collaboratively with others. Demonstrates professionalism, dependability, adaptability, and discretion in handling confidential and sensitive information.

H. Other Qualifications

Ability to travel to school system locations and attend work-related meetings or events as needed. Demonstrates reliability, punctuality, and flexibility in fulfilling job responsibilities. Ability to coordinate work assignments and maintain continuity of departmental operations during scheduled absences.

IV. Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Reports potentially unsafe conditions; Uses equipment and materials properly.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk and use hands to finger, handle, or feel. The employee is occasionally required to sit and reach with hands and arms. The employee must occasionally lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

V. Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.