Confidential Secretary

Qualifications:

• Earned a high school diploma or equivalent.
• Minimum of two years of successful experience in a related secretarial or office position.
• Demonstrate excellent secretarial skills organizational and filing skills the ability to use electronic equipment for wordprocessing data management and information retrieval.
• Be proficient in Microsoft Office Google Suite and Video Conferencing.
• Demonstrate the ability to communicate effectively in English both orally and in writing using proper grammar andvocabulary.
• Demonstrate appropriate telephone etiquette with proper voice inflection.
• Demonstrate the ability to maintain confidences.
• Must have experience with a comprehensive Student Information System.
• Must have knowledge of payroll system
• Must be able to prepare daily/weekly district-wide event schedules.
• Hold as confidential all aspects of the job designated confidential by supervisor.
• Perform confidential secretarial and clerical tasks of a varied nature some of which may be unique to being assigned office requiring a thorough knowledge of the rules and regulations of the schools and school system and frequent exercise of independent judgement
• Handle mail correspondence of the office responding to routine requests for information and transcribing word processing and proofing letters and responses.
• Ensure that all communications from the office meet proper written and oral English standards.
• Greet visitors and answer telephone calls in a pleasant and efficient manner communicating effectively in routine sensitive and confidential matters.
• Maintain an efficient and well-organized electronic and paper data collection and filing systems including confidential files.
• Arrange appointments and maintain schedule for the administrator.
• Assist the administrator in the preparation of reports and documents by gathering and organizing data performing research creating graphics and displays using word processing and data management creating attractive presentation copying collating and transmitting or distributing final products.
• Create forms and compile and organize data and information necessary for the efficient operation of the office the completion of required District and State Data Collections and completion of the administrators responsibilities.
• Arrange meeting details prepare agendas and materials and handle follow-up activities.
• Maintain financial records for the accounts and budgets assigned to the office prepare and monitoring purchase orders checkin in purchased materials maintaining balances and performing other bookkeeping tasks.
• Order and maintain office supplies and provide for the maintenance and repair of equipment.
• Supervise hourly or part time clerical assistants assigned to the office.
• Create and maintain a clean attractive orderly safe and efficient office environment.
• Recommend to the administrator improvements needed in office procedures or operations.
• Communicate with the administrator of any unusual situations. Advise immediately of any evidence of substance abuse child abuse child neglect severe medical conditions potential suicide or individuals appearing to be under the influence of alcohol or controlled substance.
• Assist the administrator in handling interruptions and emergencies.
• Work cooperatively with staff in other offices with the completion of large or time-sensitive projects or emergencies.
• Maintain a safe working condition and operate electronic and other equipment needed to carry out job functions and responsibilities.
• Attend required staff meetings and serve as appropriate on staff committees.
• Keep informed about school and district activities requirements of the law and code board policy and regulations and other information necessary for the functioning of the office.
• Continue to grow through collaboration with fellow staff members and participation in appropriate staff development and workshop programs.
• Display ethical and professional behavior in working with everyone who communicates or is associated with the office. Serve as a role model for students and staff in demonstrating positive attitudes appropriate attire and grooming accepting responsibility and an effective work ethic.
• Protect confidentiality of records and information about students and staff and use discretion when sharing any such information within legal confines. Violation of confidentiality may result in termination.
• Adhere to New Jersey School Law State Board of Education rules and regulations school regulations and procedures and contractual obligations.
• Perform any duties and responsibilities that are within the scope of employment as assigned by the administrator or supervisor and not otherwise prohibited by law or regulation.

For more information about this position please visit the Job Descriptions page.

• Meet such alternatives to above qualifications as the Superintendent may find appropriate and acceptable
• Pending budget availability
• All postings are open for ten (10) consecutive days following the date posted or until filled

Paterson Public Schools is an Equal Opportunity and Affirmative Action Employer committed to building a diverse and inclusive workforce that reflects the community we serve. All qualified applicants will receive consideration for employment without regard to any legally protected characteristic in accordance with federal and New Jersey law.

Required Experience:

Junior IC