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Posted: Wednesday, November 29, 2017 9:20 AM


Facilities Management Secretary
Reports to: Director of Facilities Management

Position Summary: Under the direction of the Director of Facilities Management or designee, the position is responsible for secretarial support to the Director of Facilities Management and
the Facilities Management Department.

Work Year: Part-time: 12-months, 25-hours per week
Work Hours: Work days and/or hours are subject to change at management’s discretion to best support District needs.
Monday through Friday from 9:00 AM to 2:00 PM or Monday through Friday from 12:00 PM to 5:00 PM (two vacancies)

FLSA Status: Non-exempt
Bargaining Unit: EBEA
Pay Grade: Category 6

1. Hold a high school diploma or equivalent.
2. Training in secretarial procedures and protocols.
3. Three years of increasingly responsible secretarial experience, including recordkeeping. This experience shall immediately precede the application for this job description’s
position. Advanced technical training in secretarial procedures may substitute on a month-for-month basis for up to two years of the required experience.
4. Experience in a construction or maintenance environment desirable.
5. Troubleshooting: Be able to find the root cause of issues and think logically about solutions.
6. Critical Thinking: Think critically in their process of task management. This individual must discern how to prioritize assigned tasks.
7. Mechanical Skills: Use an array of electronic and office tools and equipment.
8. Skills: Be able to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to
satisfactorily perform the functions of the job include: keyboarding at 60 wpm; operating general office machines; effective customer service skills; operate a calculator; learn and
apply the operation of a microcomputer and software programs; set up and maintain an accurate filing system; attend to detail and follow tasks through to completion; organize
and set priorities; work effectively under pressure; work independently with minimal supervision; and maintain confidentiality, and, adhering to approved practices.
9. Knowledge: Be able to read and comprehend information, compose a variety of documents, and solve practical problems. Specific knowledge competencies required to
satisfactorily perform the function of the job include: knowledge of secretarial practices and procedures; knowledge of correct grammar, spelling, and English usage; knowledge
of general recordkeeping procedures.
10. Ability: Be able to schedule activities and/or meetings; gather, collate, and/or classify data; and consider a number of factors when using equipment. Flexibility is required to
work with others; work with data utilizing defined and similar processes; and operate equipment using a variety of standardized methods. Ability is also required to work with a
wide diversity of individuals; work with similar types of data; and utilize a variety of types of job-related equipment. Problem solving is required to identify issues and create action
plans. Specific ability-based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse
groups; meeting deadlines and schedules; working as part of a team; and, working independently and with interruptions.
11. Be self-driven, possess excellent initiative, integrity, and good moral character.
12. Possess ability to work effectively and efficiently alone, and cooperatively with other personnel.
13. Exhibit personality traits that demonstrate interpersonal skills that relate well to students, staff, administration, parents, and the community.
14. Demonstrate ability to communicate effectively in English (orally and in writing), using proper grammar and vocabulary.
15. Knowledge of Windows operating systems, and proven experience in using various office applications including, but not limited to, Microsoft Word, Excel, and PowerPoint.
16. 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.
17. Provide evidence that a criminal record history check has been conducted and clearance has been given by the New Jersey Department of Education.
18. Provide a sworn statement that the individual has not been convicted of a crime or a disorderly person’s offense in accordance with N.J.S.A. 18A: 6-7.1 during the initial sixmonth
employment period.
19. Pass the state required Mantoux Intradermal Tuberculin Test in accordance with N.J.A.C 63-4A-4.

Job Functions & Responsibilities – The list below is intended to describe the general nature and level of work performed by individuals assigned to this job title. This is not intended to be an
exhaustive list of all responsibilities, duties, and tasks required of personnel so classified.
1. Accurately and efficiently perform general office, record-generating and record-keeping functions including, but not limited to the following:
a. Prepare purchase requisitions, and budget and expenditure reports in accordance with Board of Education policies and regulations, and training guidelines utilizing financial
b. Follow up on purchase orders and ensure that purchase order amount is not exceeded;
c. Receive and verify amounts on packing slips, researches discrepancies, and forwards to Accounts Payable.
d. Issue formal cost quotation request for materials, supplies, or contracted work based upon information provided by management and department workers.
e. Comply with all purchasing requirements.
f. Utilize bid award, State Contract, cooperative purchasing agreements, and other similar pricing arrangements.
g. Place and receive telephone calls, provide information or routes caller to appropriate staff member, and take messages. Evaluate problems to determine appropriate referral
needed, and forward emergency calls to proper person immediately or determines who can respond to emergency.
h. Logging, distributing and tracking work orders; notifies management and appropriate person for emergency work orders. Monitors work orders as necessary.
i. Greeting visitors and utilizing established electronic systems to permit visitor access where appropriate.
j. Composes, types, distributes, and files correspondence, reports, memoranda, and forms. Obtains, organizes, and summarizes data as requested. Maintains departmental
files, researches files as necessary to provide information.
k. Distributes departmental mail.
2. Coordinate with his/her immediate supervisor and/or designees for the purpose of efficiently and effectively completing tasks.
3. Maintain inventories of office supplies and materials.
4. Provide feedback and make recommendations regarding equipment and supplies to be
requested/ordered during annual budget cycle for new fiscal year.
5. Inform management regarding procedures and/or status of work orders for the purpose of providing information for making decisions, taking appropriate action and/or complying
with health and building regulations.
6. Participate in meetings, workshops, training, and seminars, as assigned for the purpose of conveying and/or gathering information required to perform job functions.
7. Prepare written materials (i.e., repair status, activity logs, etc.) for the purpose of documenting activities and/or conveying information.
8. Request equipment and supplies for the purpose of maintaining inventory and ensuring availability of items required to complete the necessary installation and/or repair.
9. Accurately read, decipher, and work from printed and electronic media.
10. Research, requisition, store, safeguard, and properly use equipment, materials, and supplies.
11. Keep accurate records of equipment used, work performed, and time spent utilizing the means and methods directed by management.
12. Remember and carry-out oral and written directions, tasks, and procedures.
13. Demonstrate a positive and cooperative attitude; appropriate grooming and attire; and, effective work ethic.
14. Protect and maintain confidentiality of records and information about staff, students, and district operations, and only disclose said information within the right legal confines and
with management approval.
15. Participate in appropriate in-service and workshop programs and attend any required meetings, briefings, and training sessions.
16. Adhere to the standards for responsibilities association with this position; Board of Education Policies and Regulations; and District and Department procedures and
17. Perform all duties and responsibilities that are within the scope of employment, as assigned by the Director of Facilities Management, School Business Administrator, or
designee, as otherwise not prohibited by law or regulation.

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 this
position, and are not meant to be all inclusive. Reasonable accommodations may be made to enable individuals with certain disabilities to perform the essential responsibilities and functions
of this job. Unless reasonable accommodations are made to enable an employee to complete these tasks, the employee will have the ability to:
1. Speak, hear, and comprehend intelligible English.
2. Communicate effectively in English, using proper writing mechanics, grammar and vocabulary.
3. Use close-, color-, peripheral-, and focused-vision, along with depth perception.
4. Lift, push, pull, and carry up to 25 pounds.
5. Sit for extended periods of time, stand, walk, stoop, crouch, squat, bend, kneel, reach overhead, and climb step stools, stairs, and vertical steps to access supplies and materials
for unspecified periods of time.
6. Use arms, hands, fingers, feet and toes, and apply manual dexterity to handle objects and materials, and operate office equipment, computers, cell phones, and portable computing
and communication devices.
7. Walk in areas where floor may be dry, damp or wet, and on even and uneven surfaces.
8. Work from steps and step stools while maintaining one’s balance.

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 germs, and communicable and noncommunicable diseases and illnesses.
2. The work area may involve minor discomfort as a result of fluctuations in indoor temperature, humidity, lighting, and smell or fumes.
3. The job is primarily performed outdoors in a climate-controlled, clean office environment. The job may require some duties to be occasionally performed in the
warehouse with a generally clean environment, but with occasional exposure to machinery or equipment, noise, or hazardous materials.

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• Location: Central Jersey, East Brunswick

• Post ID: 49439407 newjersey is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider. © 2017