JOB TITLE

ADMINISTRATIVE ASSISTANT TO THE CHIEF ACADEMIC OFFICERS

REPORTS TO

Superintendent

NATURE AND SCOPE OF JOB

The Administrative Assistant to the Chief Academic Officers will provide district level administrative and project support.

QUALIFICATIONS

The Administrative Assistant to the Chief Academic Officers shall:

1. Have a High School Diploma or equivalent certificate.
2. Have a minimum of five years Administrative Office Experience.
3. Have working knowledge of data management tools and information systems including Genesis.
4. Have experience conducting data management and analysis operations.
5. Have familiarity with data operations between diverse data management systems and databases.
6. Possess advanced organizational and time management skills with the ability to prioritize work assignments.
7. Have experience with New Jersey state reporting systems and initiatives (including, but not limited to: NJDOE Homeroom, Perkins, ESSA, NJGPA and NJSLA).
8. Demonstrate the ability to use current district technological platforms, Google Education Suite, data management platforms, visual and audio presentations, and telecommunications.
9. Demonstrate the ability to use electronic equipment for word processing, data management, information retrieval, visual and audio presentations, and telecommunications.
10. Demonstrate the ability to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary.
11. Provide proof of U. S. citizenship or legal resident alien status by completing Federal Form I-9 in compliance with the Immigration Reform and Control Act of 1986.
12. Provide evidence that a criminal record history check has been conducted and clearance has been given by the Department of Education, or, during the initial six month period provide a sworn statement that there have not been any convictions of a crime or a disorderly persons offense in accordance with 18A:6-7.1.
13. Provide information that includes current/former employers within the last twenty (20) years in which the employment involved direct contact with children ; a written authorization that consents to current and former employers disclosing certain information; and a written statement as to whether the applicant has any employment history regarding child abuse and/or sexual misconduct in accordance with N.J.S.A.18A:6-7.6.
14. Provide evidence that health is adequate to fulfill the job functions and responsibilities with reasonable accommodation pursuant to 42 U.S.C. 12101 and in accordance with N.J.A.C.

6:3-4A.4.

15. Pass the State required Mantoux Intradermal Tuberculin Test as required by N.J.A.C. 6:3-4A.4.

Job Description

Administrative Assistant to the Chief Academic Officer Page 1 of 4

16. Meet such alternatives to the above qualifications as the Superintendent may find appropriate and acceptable.

VERIFICATION OF COMPETENCY

1. District Application, resume and references.
2. Required documentation outlined in the qualifications above.
3. Applicable transcripts.

EMPLOYMENT TERMS

The Administrative Assistant to the Chief Academic Officers shall be employed under the following terms:

1. Work year of twelve months.
2. Salary or hourly wage, benefits, and leave time as specified in the Employment Conditions and

Benefits for Non-Bargaining Unit Employees.

3. Conditions established by all laws and codes of the State and all policies, rules, and regulations established by the Board of Education (N.J.S.A. 18A:27-4 et seq.).

JOB FUNCTIONS AND RESPONSIBILITIES

1. Support the Board of Education and administration's philosophy, goals and objectives for the district, the school, and its departments.
2. Work with District Administration to execute effective:

a. In-service programs for professional staff based on district priorities for instructional and institutional improvement;

b. Programs encompassed in the NJDOE approved district professional development plan;

c. Programs that support Admissions and Community Outreach;

d. Programs that support Work Based Learning/STW and Career Day;

e. Programs that support the District Wellness Initiative; and f. Programs that support Early College High School

3. Coordinate and maintain the calendar for the Chief Academic Officers and develop all documents, presentations, spreadsheets and staffing for all events/projects as directed by the

Superintendent or Chief Academic Officers.

4. Assist the Career Pathways Coordinator with the management of daily reporting, scheduling, documents, presentations and all programs that support the school to work program.
5. Assist the Career Pathways Coordinator with all events - including facility requests, event set ups and organize post event data/correspondence.
6. Prepare all projects correspondence and reports as assigned by a Chief Academic Officer or the

Career Pathways Coordinator.

7. Assist the Chief Academic Officers with the management of state reports and state and federal grants as assigned.
8. Serve as the District Notary.
9. District vehicles use and management:

a. Maintain a list of current staff driver's licenses and auto insurance cards, review availability of vehicle and determine eligibility of staff to utilize the district vehicle.

b. Maintain records of approvals, denials, and shared calendar of use.

c. Coordinate pick up, return, fueling of vehicles, and communicate any needed maintenance reported by staff.

10. Assist the Business Administrator with the review, determination, notification,and maintenance of records for student meal eligibility in accordance with regulations set forth by the NJDA and

USDA and serve as a resource to parents/guardians regarding the application process, systems utilized and the district's school nutrition program.

11. Data collection, management, and reporting data:

a. Collaborate with district-wide staff (administrative, teaching and clerical) to ensure that data is input and maintained according to district standard operating procedures throughout the year.

b. Provide collective bargaining reports and data to the school business administrator during the negotiation process.

c. Run data validation reports and recommend best practices for the efficient and accurate collection, management, and reporting of data.

d. Evaluate new data systems to promote increased efficiency in data utilization.

e. Provide support for district-wide data input, collection, management, and reporting operations in order to improve organizational data accuracy and utilization, increase operational efficiency, and ensure the integrity of data sources.

f. Prepare free/reduced lunch applications from sending districts.

g. Prepare data files and reports as necessary.

12. Assist in the records retention process.
13. Protect confidentiality of records and information gained as part of exercising professional duties and use discretion in sharing such information within legal confines.
14. Perform any duties that are within the scope of employment and certifications, as assigned by the Superintendent or assigned supervisor, and not otherwise prohibited by law or regulation.
15. Adhere to New Jersey school law, State Board of Education rules and regulations, Board of

Education policies and regulations, school regulations and procedures.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential responsibilities and functions of the job. Unless reasonable accommodations can be made, while performing this job the staff member shall:

1. Use strength to lift items needed to perform the functions of the job.
2. Sit, stand and walk for required periods of time.
3. Use close vision, color vision, peripheral vision and depth perception along with the ability to focus vision.
4. Communicate effectively in English, using proper grammar and vocabulary. American Sign

Language or Braille may also be considered as acceptable forms of communication.

5. Reach with hands and arms and use hands and fingers to handle objects and operate tools, computers, and/or controls.

ENVIRONMENTAL DEMANDS

The environmental demands described here are representative of those that must be met by an employee to successfully perform the essential responsibilities and functions of the job and are not meant to be all inclusive.

1. Exposure to a variety of childhood and adult diseases and illnesses.
2. Occasional exposure to a variety of weather conditions.
3. Exposure to heated/air conditioned and ventilated facilities.
4. Exposure to a building in which a variety of chemical substances are used for cleaning, instruction, and/or operation of equipment.
5. Function in a workplace that is usually moderately quiet but that can be noisy at times.

EVALUATION

Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of Non-Certified staff for the Employment Conditions and Benefits for Non-Bargaining Unit

Employees.

Administrative Assistant to the Chief Academic Officers @ CCTEC

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