Administrative Assistant / Building Manager

Administrative Assistant/Building Manager

Marlboro School District

JOB DESCRIPTION

POSITION: Administrative Assistant/Building Manager

REPORTS TO: School Board of Directors, Superintendent

PURPOSE: The Administrative Assistant/Building Manager is responsible for a wide variety of administrative tasks in service to the Marlboro School District.

DUTIES AND RESPONSIBILITY AREAS:

• Bus Coordinator - Co-develop (w/drivers) bus routes to accommodate Marlboro students’ needs with regard to (minimally) elementary and middle school transportation, to the extent practicable. Support families with information regarding modifications to transportation, as needed, including - but not limited to - coordinating with SU Director of Operations on road conditions/bus run cancellations. Support drivers with communication strategies as challenges arise (on an “on call” basis). Develop procedure for PM bus run drop-off at MES, including ensuring parents are present to collect their children in a timely manner.

• Registration and Residency Coordinator - Provide new and in-coming families with registration information both to confirm residency in Marlboro and to ensure smooth registration with receiving school(s). Coordinate with Superintendent to make residency determinations. Coordinate with SU Data Manager on enrollments for student counts.

• Building Management - Develop and implement procedures for building use, building cleaning and set-up for use, grounds maintenance (lawn and snow removal on paths), and coordinate with SU Director of Operations on directing repairs and regular maintenance of building systems. Ensure other building operations (plowing, trash removal, etc) are taken care of in accordance with board direction.

1. Asset Management - Develop and implement procedures to support community use of District assets.
2. Board of Directors Support - Responsible for taking minutes at all regular and special meetings of the board and communicating with WCSU Central Office to ensure timely posting of minutes and agenda warnings.

HOURS:

For the summer of 2026, to ensure a smooth transition for all families (and staff), the position is likely to be 20 hrs/week. As procedures are developed and implemented successfully, it is anticipated that the position will be reduced to 10 hrs/week during the school year, and for summers to come.

QUALIFICATIONS: Successful candidates must demonstrate the following skills and experiences to effectively meet the district's operational needs - If you’re excited about this role, we’d love to hear from you — even if your experience doesn’t perfectly match every qualification.

1. Education and Experience - An Associate degree in a related field combined with two to three years of administrative support history is preferred. A fundamental grasp of school district structures and administrative workflows is essential.
2. Language and Literacy - Proficiency in reviewing technical documentation, such as safety protocols and operational manuals, is necessary. The ability to draft professional correspondence and instructional reports is required. Candidates must communicate with clarity and poise when addressing teams, community members, or external partners.
3. Mathematical Proficiency - Capability to perform various calculations, including percentages, ratios, and geometric measurements, is needed. Practical application of algebraic concepts to daily tasks is expected.
4. Technical Aptitude - Advanced proficiency in word processing and spreadsheet software is mandatory. Candidates should have a proven track record of managing complex digital and physical records systems with high organizational standards.
5. Reasoning and Mental Agility - The ability to resolve practical issues and manage multiple variables within standard procedures is required. Candidates must apply sound judgment when interpreting instructions delivered through written, verbal, or visual formats.
6. Communication and Interpersonal Engagement - Exhibit the capacity to interact with courtesy and professionalism with diverse stakeholders, including families and staff. Maintain collaborative partnerships with supervisors and external vendors.
7. Core Competencies - The successful candidate must exhibit the following attributes:

1. Reliability: Consistently punctual and responsible in fulfilling all professional obligations.
2. Emotional Regulation: Maintain a composed and professional demeanor, managing emotional responses and avoiding confrontational behavior during challenging circumstances.
3. Stress Management: Possess the resilience to accept constructive feedback and remain effective under high-pressure conditions.
4. Collaboration: Exhibit a positive and helpful attitude when working alongside others.
5. Empathy and Support: Remain attentive to the needs of the community and provide helpful assistance.
6. Precision: Ensure a high degree of accuracy and thoroughness in all work assignments.
7. Ethical Integrity: Uphold high standards of honesty and ethical conduct.
8. Flexibility: Demonstrate an openness to procedural changes and variety within the operational environment.
9. Autonomy: Capacity to operate with minimal oversight while ensuring successful task completion.
10. Community Integration: Value the importance of working in a team-oriented setting and fostering professional connections.

OTHER Documents:

Facilities Use Waiver

Facilities Use Application

PHYSICAL EFFORT AND STRESS . Employee must have the physical ability to perform the essential functions of the job as outlined above, in addition to the following (Frequency Codes described below):

Frequency

Code

Description

Sometimes

S

activity may exist sporadically, but not on a consistent basis.

Occasionally

O

activity exists on a consistent basis for less than 1/3 of the time

Frequently

F

activity exists from 1/3 of the time up to 2/3 of the time

Constantly

C

activity exists for 2/3 or more of the time

Not Applicable

N/A

activity is not present in the position

Activity

Frequency Code

Essential

Not Essential

Sitting

C

X

Standing

O

X

Walking

O

X

Seeing

C

X

Hearing

C

X

Talking

C

X

Dexterity (Hands/Fingers)

C

X

Tasting

N/A

X

Smelling

N/A

X

Use of Computers and Equipment

C

X

Lifting

Up To 10 Lbs.

F

X

10-25 Lbs.

O

X

25-50 Lbs.

N/A

X

50-100 Lbs.

N/A

X

100+ Lbs.

N/A

X

Carrying

Up To 10 Lbs.

F

X

10-25 Lbs.

O

X

25-50 Lbs.

N/A

X

50-100 Lbs.

N/A

X

100+ Lbs.

N/A

X

Bending/Stooping

O

X

Pushing/Pulling

O

X

Twisting

S

X

Climbing

N/A

X

Balancing

N/A

X

Crouching

S

X

Kneeling

S

X

Crawling

N/A

X

Reaching (i.e., overhead)

F

X

Handling

C

X

Driving

N/A

Repetitive Movements (Hands, Feet)

F

X

Managing Stress

C

X

Resolving Conflicts

C

X

WORKING CONDITIONS/ENVIRONMENTAL FACTORS: All conditions common to a construction site for residential housing including, but not limited to, the following (Frequency Codes described above):

Working Conditions/Environmental Factors

Frequency Code

Exposure (dust, dirt)

S

Exposure (extreme heat – non-weather, flames)

N/A

Exposure (extreme cold – non-weather)

N/A

Exposure (fumes, odors)

N/A

Exposure (viruses, infectious diseases)

O

Exposure (water)

N/A

Exposure (hazardous equipment)

N/A

Exposure (chemicals, hazardous materials)

N/A

Uneven terrain

N/A

Outdoor weather conditions

S

Vibration/noise

S

Heights

N/A

Definitions - Physical Demands

Sitting : remaining in a seated position

Standing : remaining on one's feet in an upright position at a work station without moving about

Walking : Moving about on foot

Seeing : Perceiving with the eye

Hearing : Perceiving or listening to sound by ear

Talking : Articulating, speaking or discussing using spoken words

Dexterity : Skill in the use of hands and fingers

Lifting : Raising or lowering an object from one level to another (includes upward pulling)

Carrying : Transporting an object, usually holding it in the hands or arms or on the shoulder

Bending/Stooping : Bending the body downward and forward by bending the spine at the waist. Occurs to a considerable degree and requires full use of the lower extremities and back muscles.

Pushing : Exerting force upon an object so that the object moves away from the force (includes slapping, striking, and kicking)

Pulling : Exerting force upon an object so that the object moves toward the force (includes jerking).

Twisting : Rotating; moving to face in alternate direction.

Climbing : Ascending or descending ladders, stairs, scaffolding, ramps, poles, ropes and the like, using the feet, legs, and/or arms and hands.

Balancing : Maintaining body equilibrium to prevent falling when walking, standing, crouching, or running on narrow, slippery, or erratically moving surfaces; or maintaining body equilibrium when performing gymnastic feats.

Crouching : Bending the body downward and forward by bending the legs and spine.

Kneeling : Bending the legs at the knees to come to rest on the knee or knees.

Crawling : Moving about on the hands and knees

Reaching : Extending the hands and arms in any direction

Handling : Seizing, holding, grasping, turning, or working with hands

……………………………………………………………………………….………………………………………….

This general outline illustrates the type of work, which characterizes the Job Classification. It is not an all-encompassing statement of the specific duties, responsibilities and qualifications of individual positions assigned to the classification. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.