| Position: | Administrative Assistant, Category V, 12 months
Student Personnel Services |
| Effective Date(s): | July 1, 2025 through June 30, 2026 |
| Employment Terms: | Full-time
12-month position, tenure track
Eligible for health insurance benefits
Position associated with the terms and conditions of the Negotiated Agreement between the Paramus Association of Administrative Assistants (PAAA) and the Board of Education. |
| Reports To: | Director of Student Personnel Services |
| Job Goal(s): | The Administrative Assistant position is primarily responsible for managing financial processes, purchasing, special education state data reporting, and nonpublic data management. This role requires collaboration and flexibility to support efficient office operations while ensuring continuity of services, including overall office organization and management. |
| Qualifications: | - Exceptional organizational skills and strong attention to detail.
- Ability to manage multiple priorities while ensuring accuracy in financial and data reporting.
- Effective communication and problem-solving skills to facilitate collaboration with internal departments, external agencies, and vendors.
- Proficiency in data management systems and financial tracking, with a strong emphasis on Google Sheets for organizing, analyzing, and reporting data.
- High-level proficiency in Google Workspace applications, including Google Sheets, Docs, Drive, and Forms, to support data management, reporting, and collaboration.
- Preferred experience with CSI budget software (or similar financial tracking programs), NJ SMART, and Realtime (or other student information systems) for data reporting and record management.
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| Job Responsibilities | Budget & Purchasing Coordination - Processes and tracks quotes, invoices, purchase orders, and payments for special education and related services, school health services, and student support and mental health service-related purchases.
- Monitors budgets and expenditures to ensure appropriate use of funds and assists leadership in identifying spending trends.
- Tracks and manages service agreements, subscriptions, and contracts, ensuring timely renewals.
- Resolves billing discrepancies and coordinates vendor payments in collaboration with service providers, the Business Office, and purchasing personnel.
- Supports state reporting by verifying student service data and resolving discrepancies related to special education funding records.
- Maintains documentation for financial compliance and ensures timely and accurate reporting, such as quarterly purchasing reports for medical services and materials.
- Other duties as assigned.
Data Management & State Reporting - Ensures accuracy of Realtime student data and resolves errors.
- Manages NJSMART Special Education reporting, ensuring compliance with state requirements.
- Works with technology department to resolve state reporting errors and ensure accurate data submissions.
- Oversees nonpublic school data management, including student rosters, funding updates and compliance.
- Maintains communication with nonpublic school administrators to ensure updated student records and timely submissions of required documents.
- Tracks out-of-district (OOD) placements, including contracts and financial obligations, and ensures compliance with state reporting.
- Processes Bergen County nonpublic IEPs and ensures state-mandated reporting compliance for special education students.
- Confirms students receiving services by coordinating with nonpublic schools and verifying records.
General Office and Administrative Support - Assists with filing and organization of all Special Education records.
- Drafts and types communications, email correspondence, forms, and reports with accuracy.
- Maintains the supervisor’s calendar, schedules appointments, and manages meeting logistics.
- Greets visitors, staff, and stakeholders, responding to inquiries or directing them appropriately.
- Proactively learns and applies new skills through professional development, in-office training, or team meetings.
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| Salary: | Placement on the Paramus Association of Administrative Assistants (PAAA) Salary Guide for 2025-2026, Central Office Administrative Assistant, Category V Salary Guide, in accordance with experience and related qualifications. |
| Application: | Qualified applicants interested in this position are invited to apply online via Applitrack at: https://www.applitrack.com/paramus/onlineapp/default.aspx
Applications will be accepted until position is filled. |
| Requirements: | 1. New Jersey resident or willingness to relocate
2. Controlled substance testing and successful completion of criminal history background check are required of all applicants offered employment. |
| Evaluation: | Performance of this job will be evaluated in accordance with the
provisions of the Agreement between the Board of Education and the
Paramus Association of Administrative Assistants. |
Job description is available for review on the district website, www.paramus.k12.nj.us, under Administration – Human Resources – Job Descriptions – Non-Certificated Professional Staff
AA/EOE |