Buildings and Grounds Secretary

Penns Grove
- Carneys Point Regional SD District-Wide
- Penns Grove, New Jersey Open in Google Maps

This job is also posted in Penns Grove
- Carneys Point Regional SD

Starting Date:
To Be Determined

• High school diploma or equivalent; post-high school business or secretarial training preferred.
• Post-high school training in secretarial procedures and office technology operations preferred.
• Bilingual in Spanish preferred.
• Experience working within a public school system preferred.
• Ability to maintain confidentiality of highly sensitive. information and always display a customer-oriented attitude with a high degree of professionalism.
• Proficient with Microsoft Office Suite (specifically Word and Excel), Google Workspace, and school administrative software including Frontline, Genesis, and Transfinder.
• Ability to work with limited supervision and exercise independent judgment.
• Knowledge of district addresses, streets, etc. a plus
• Excellent organizational skills with a proven ability to process high volumes of complex data with absolute accuracy under tight pre-school-year deadlines.
• Excellent interpersonal communication and organizational skills.
• Pass mandatory pre-employment physical, including drug screening in accordance with N.J.S.A. 18A:16-2.
• Pass mandatory criminal history screening in accordance with N.J.S.A. 18A:6-7.1.
• Demonstrates consistent and regular attendance as defined by the district and the New Jersey Department of Education.
• Possesses a valid driver's license with a clean driving record; ability to travel between district buildings to provide emergency administrative support as necessary.

REPORTS TO:

Director of Buildings and Grounds and/or Business Administrator

JOB GOALS:
To assist in the efficient operation of the buildings and grounds department.

• Performs general office and clerical duties including, but not limited to, answering phones, directing calls, responding to or redirecting emails, opening and distributing mail, and typing and maintaining forms, reports, correspondence, and memos.
• Monitors and maintains records of staff absences and personal day requests to ensure adequate building staffing, and assists the Director of Buildings and Grounds with arranging substitute coverage.
• Monitors and tracks overtime for all staff supervised by the Director, ensuring proper documentation for payment and communicating regularly with the Payroll Coordinator.
• Assists the Director with scheduling meetings with Head Maintenance and Head Custodians.
• Maintains an inventory for staff uniforms and prepares paperwork and documentation for shoe reimbursements.
• Schedules uniform appointments with vendors and tracks department staff reimbursements.
• Tracks and inputs all maintenance work orders into the district software system.
• Prepares bid specifications for custodial and maintenance supplies.
• Prepares all Buildings and Grounds department purchase orders, tracks orders, logs packing slips, and reconciles account balances for assigned budget categories to maintain accurate fiscal records.
• Prepares purchase orders for the Chief Information Officer (Technology) and the School Safety & Security Coordinator as assigned.
• Prepares and sends Emergency Closing memos to the Buildings and Grounds staff and logs emergency assignments.
• Maintains inventories of departmental supplies, tools, or keys, including logs of to whom they have been assigned.
• Coordinates and tracks facilities department paperwork, electronic documentation, and scheduling for inspections and maintenance repairs.
• Assists custodians in scheduling and taking the New Jersey Black Seal Boiler License test; tracks completion of licensing requirements for all Buildings and Grounds staff, maintains copies of active licenses, and forwards copies to the Superintendent’s office.
• Acts as the Safety Committee secretary and assists the Safety Coordinator in implementing and documenting the district safety program.
• Maintains compliance logs for preventative maintenance, time sheets, absence management, and required state or federal compliance documentation.
• Maintains logs of mandated facility inspections and tests as required by local, state, and federal regulations.
• Compiles and organizes data (e.g., work orders, budget reports, specialized department reports, time sheets, and personnel records) for the purpose of preparing comprehensive reports.
• Cross-trains in Registration/Enrollment…