Administrative Assistant to the Chief Academic Officers

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:
The Administrative Assistant to the Chief Academic Officers shall:
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.