The New Jersey School Boards Association is seeking an administrative assistant to support its Legal, Labor Relations and Policy Services departments.
The full-time Monday to Friday position offers a starting salary of $45,000 to $50,000 per year.
Responsibilities
- Provide confidential administrative support to the director of the Legal and Labor Relations department.
- Provide clerical and administrative support for the Legal and Labor Relations staff, including preparation of materials for direct service to boards, in-district consultations, contract analysis, salary guide services and statewide, county and local district meetings.
- Assist with development of department budget, including collecting, organizing and preparing preliminary figures. Monitor department expenditures to ensure they remain within budgeted amounts. Provide monthly reporting information.
- Prepare meeting specifications for Legal and Labor Relations programs, including the conferences and programs at the annual Workshop. Coordinate all off-site meeting arrangements through the general operations manager.
- Attend one-day and weekend conferences as assigned and manage on-site registration, coordinate set-up, meals, technology requirements and program needs with the off-site facility staff.
- Review billing for all Legal and Labor Relations programs to ensure accuracy.
- Monitor inventory and order supplies as needed for the department.
- Coordinate monthly salary guide billing with Labor Relations staff.
- Forward all program attendance sheets to the Call Center to ensure Academy credit.
- Provide all administrative functions for the Personnel Administration Association. Communicate program needs to facility staff, including banquet, meeting room and AV requirements for the PAA meetings.
- Provide information as requested by staff, school boards and outside organizations, communicating with staff when necessary.
- Organize and maintain department filing system. Maintain departmental and other calendars (dashboard). Record Labor Relations data and phone contact tracking for attorneys in Association management software.
- Act as secretary to NJSBA committees as needed.
- Prepare contracts for the Legal and Labor Relations department, send to the general counsel for approval, send out to the district and circulate internally. Maintain running log of contracts.
- Contract management: Assign, track, research, proof, compile, email, Cobalt entries/tracking, dues-based services.
- Salary guide: Monitor the status of guide progression, proof for errors, compile, email, Cobalt entry, dues-based and fee-based guides.
- Salary guide fee letters: Request and track approvals and authorizations; revenue budget line; fee-based services.
- Salary guide billing: Monitor monthly billing from staff; Track and compile; monitor revenue budget line of fee-based services; forward to finance for invoicing.
- TEAMS: Develop and assisted in the implementation of a workflow designed to track monthly billing from staff; track and compile; revenue budget line of fee-based services; forward to Finance for invoicing.
- Economic environment: Compile and maintain monthly website report for current economic statistics (state and national unemployment and 21 New Jersey counties); employment cost index; cost of living; national and local foreclosures.
- Microsoft Access reports: Complete/create district/county-specific statistical report; forward to district or add to district packets/presentations or add to programs.
- Personnel Administrators Association: Maintain database of which district/which member/how many members; maintain all memberships; follow changes/moves/retirements and new replacements; invite new members and follow up; ensure Cobalt data accuracy; membership/bundle payments and follow ups; revenue budget line; PAA listserv database; Pass the Trash tracking for PAA; PAA meetings; materials; speakers; IT requests; expense budget line; complete purchase orders.
- PAA listserv: PAA memberships in listserv database; email connections; content; reports; troubleshooting; expense budget line; purchase orders and payments.
- Negotiations adviser: Membership database; membership/bundle payments; revenue budget line; troubleshooting; department is beginning to update the website material and articles.
- Public Employment Relations Commission: Membership database; membership/bundle payments; revenue budget line; troubleshooting member access to website.
- PERC Index: Compile new commission decisions; track PERC cases and numbers; assign for review; update website with cases; proof website cases; publish on website for member access.
- Teleconference meetings: Create; invite; record; track; attendance; credits.
- Todo tracking: Maintain hub to enter data regarding dues-based/fee-based contracts and guides; assignments; updates; completions; salary guide fee letters; analyses to districts.
- Maintain calendars: Department calendar of programs, meetings, department PTO, assignments and due dates.
- Cobalt: Maintain PAA memberships; PAA member-district link; PERC memberships; Negotiations Advisor memberships; department program attendance; individual credits; and soon to come contract and guide analyses tracking for board certification.
- Budget: Labor Relations – responsible for maintaining annual department budget; budget account lines; dues-based revenue and expenses; fee-based revenue; tracking; reporting.
- Department programs: Responsible for maintaining department presentation calendar dates; master calendar; department calendar dates; course creation forms; material updates; book updates and tracking; book proofing; printing; handouts; presentations; registrations; attendance; QPA and CLE attorney credits.
- Workshop: Responsible for ensuring timely program submissions; tracking; Workshop department schedules; handouts; member attendance and QPA/CLE credits.
- State election calendar: Responsible for the creation/maintenance of state election calendar; ensure the accuracy of the date calculation formulas for all school election dates, including special elections.
- Executive Committee report: Periodic report to department director of statistics for dues-based/fee-based services; salary guide tracking and revenue; AOD consultations; calls and responses; topics; statistic phone call numbers; district negotiation tracking and fee-based revenue; training and programs; publications; webinars and outside presentations.
- BoardDocs: Implement and maintain database for online district policy manuals; re-development, formatting and proofing policy manual for individual district on a fee basis; update all individual policies with data and hyperlinks; ensure accuracy of hyperlinks per policy; publish policy online for district.
- Phones: Answer district phone calls and following up to completion.
- Policy manuals: CLE credit application to the state, including request form/agenda/staff and speaker bios; receiving approval; certification letters to attorneys; ensure the accuracy of QPA credits for individual program attendees.
- Policy manuals: Dues-based district policy editing; GO Manual updates; Policy Department dues-based monthly billing and forward to Finance.
- Policy administrative assistant: Compile and report Policy Department dues-based monthly billing and forward to Finance.
- Responsible for Charter School Associate Membership revenue.
- Available to work evenings and weekends as required.
- Perform other duties as assigned.
Education and Experience
- High school diploma or equivalency.
- Minimum of three years’ experience as an administrative assistant.
- Knowledge of virtual platforms like Zoom, Swoogo, Google meet, etc.
- Proficient in Microsoft Office 365 Apps including Teams, Lists, SharePoint, One Drive, Forms and traditional Office Apps, including Word, Excel, PowerPoint and Outlook.
Preferred
- Experience with Association Management System software
Knowledge, Skills and Competencies
Strong organizational skills, time management, planning and research skills and computer skills. Must be a team player and possess interpersonal skills to work with a variety of individuals. Demonstrated ability to effectively communicate orally and in written form. Must also demonstrate excellent grammar, punctuation, spelling, and proofreading skills. Demonstrated ability to handle multiple priorities while adhering to deadlines. Ability to work with minimal supervision. Ability to work effectively with a variety of individuals and groups. Ability to serve in a confidential capacity.
Additional Information
NJSBA complies with all state and federal employment obligations, including the New Jersey First Act, which requires all NJSBA employees, hired on or after Sept. 1, 2011, to currently reside in New Jersey or relocate within one year of their hire date.
Affirmative Action / Equal Opportunity Employer.
This position offers a competitive salary and benefits package, including but not limited to a hybrid schedule, state health insurance, state pension, life insurance, dental insurance, flexible spending account, paid holidays and paid vacation.
Interested candidates should submit a cover letter, resume, and two letters of reference to jobs@njsba.org by July 28, 2023.
