Administrative Assistant Job at Juno Search Partners - Open Positions in Burling

Administrative Assistant

Our client, a private school in Burlington County, NJ is seeking an Administrative Assistant to support their Chief Finance and Operations Officer. The Administrative Assistant provides essential support to both the overall school community (students, faculty, staff, parents, etc.) and in order to enable the business office and the school to operate smoothly. The Administrative Assistant assists in a wide range of responsibilities, from regulatory and compliance requirements to transportation matters, to general office support. They are the public face of the business office and must always maintain professionalism and discretion

Responsibilities

• Administrative:

• Greet, identify, and announce visitors to the Business Office as needed

• Answer phone calls to the Business Office and direct calls appropriately

• Collect mail and sort; direct mail to members of the Business Office

• Prepare, copy, distribute, and file correspondence for the Business Office as needed

• Prepare business office general communications as needed.

• Coordinate transportation information with divisions offices and the Camden Scholars Coordinator

• Maintain various files integral to the Business Office function, adhering to document retention policy as required

• Process Credit Applications/Tax Exempt certificates upon request

• Provide Bookkeeper with data for billing of student private transportation

• Coordinate and schedule appointments and meetings for Business Office, and assist with calendar for Director of Finance and Operations

• Provide clerical support for Assets Subcommittee and Property Committee

• Additional Responsibilities:

• Maintain a current purchase order system

• Maintain inventory of supplies for Business Office

• Prepare all State Aid orders (textbooks, technology, security, etc.) purchases

• Process all school approved orders for furniture and equipment as needed

• Facilitate delivery, assembly and installation of furniture and large items with Physical Plant Director

• Facilitate student transportation provided via local school districts

• Process teacher requests for transportation for class trips, Intensive Learning, special activities

• Coordinate student transportation via private van company

• Coordinate snow days’ transportation schedule.

• Facilitate requests for outside rentals of school buildings and grounds

• Provide support, when needed, to help facilitate classroom summer moves

• Notify Campus Security Company regarding emergencies/changes in scheduling.

• Process requests for Certificates of Insurance

• Maintain coffee supplies for Business Office

• Assist in overall operations of Business Office as needed

Qualifications

• High School degree or equivalent required; bachelor's degree preferred

• Proficiency with Microsoft Word, Excel, and Google Suite

• Advanced computer literacy; database management, social media applications, email communications, spreadsheets, etc.)

• Strong time management and organizational skills

• Strong proofreading skills

• 3-5 yrs of office experience required