NJSBA MANUAL FOR DEVELOPMENT OF JOB DESCRIPTIONS
												A-2a
Central Office Administration 	

TITLE:			School Board Secretary

QUALIFICATIONS:	

1.	Minimum experience as determined by the board.
2.	Demonstrated ability to prepare an agenda.
3.	Demonstrated ability to prepare accurate minutes that include correctly recording the motions, seconds and individual votes of the board members.
4.	Demonstrated organizational, communication and interpersonal skills.
5.	Knowledge of the statutes and regulations governing school board operations and record-keeping, such as N.J.S.A. 18A-10 Boards of Education, Constitution; Organization; Meetings
6.	Familiarity with court cases interpreting statutes and regulations on Board meetings, the Sunshine Law, public records, and the School Ethics Act. 
7.	Required criminal history background check and proof of U.S. citizenship or legal resident alien status will be required for employees of the district.
8.	Current residency in New Jersey, approved residency waiver or candidate agrees to obtain residency within one year of employment.

REPORTS TO:		Lead Person/Board of Trustees

SUPERVISES: 	No supervisory functions

JOB GOAL:		

To work closely with the Board President, the Lead Person and the Business Administrator prepare a timely and complete agenda and to prepare accurate minutes that include correctly recording the motions, seconds and individual votes of the board members, in order to help achieve the educational goals of the district. 

PERFORMANCE RESPONSIBILITIES:

Board meetings

Works closely with the Board President, the Lead Person and the Business Administrator to prepare a timely and complete agenda and to prepare accurate minutes that include correctly recording the motions, seconds and individual votes of the board members.

Record Keeping

1.	Assists the Lead Person and the board in developing and updating policies for all aspects of the school business operation.
2.	Safeguards and maintains all records and papers of the board, and devises a system of acceptable recording and filing to guarantee the safety and availability of all reports, minutes of meetings, contracts, communications and publications, and such other documents as the board may place in the secretary's custody.
3.	Is responsible for the retention and destruction of public documents in accordance with state law and retention schedules and serves as the records management officer.
4.	Ensures that Board meetings are advertised and held in accordance with the Sunshine Law.

Board Relations/Elections

1.	Notifies all board members of regular and special meetings.  Calls special meetings whenever requested by the board president or by a petition signed by a majority of the board.  Attends all board meetings.
2.	Records all proceedings of board meetings; prepares the official meeting minutes and handles all correspondence of the board.
3.	Performs duties related to school elections as required by law and works cooperatively with the county board of elections, the county clerk and district board of elections in facilitating all regular and special school elections.
4.	Presides at the annual reorganization meeting of the board until such time as a president is elected.  Administers the oath of office to newly elected board members.

Reporting Requirements

1.	Annually develops and transmits to the executive county superintendent of schools, on or before February 1, a list of names of the school officials, by office and position, whose responsibilities require the filing of the Financial and Personal/Relative Disclosure Statements.
2.	Notifies the executive county superintendent of the names of newly elected or appointed board members to obtain the state-required Financial and Personal/Relative Disclosure Statements and informs the executive county superintendent of new administrators or supervisors appointed after the April 30 filing date.
3.	Prior to the annual submission to the executive county superintendent, checks that the completed disclosure forms have been reviewed to assure that both required forms have been filed; that all questions have been answered or indicated as not being applicable; and that each copy is signed by an original signature.  
4.	Provides to the executive county superintendent the names of all persons on the February 1 list of school officials and all newly elected or appointed persons who have failed to file as required under the law.
5.	Notifies the New Jersey School Boards Association of the names of newly-elected or appointed school board members in a timely manner to ensure the fulfillment of training required by the School Ethics Act.	

Miscellaneous Provisions

Performs such other duties as may be prescribed by law or assigned by the Lead Person or the board.

TERMS OF 
EMPLOYMENT:	Twelve months.  Contract terms, Salary to be set by the board.

annual 
evaluation:  	Performance of this job will be evaluated annually in accordance with NJ State 				law and the provisions of the board’s policy on evaluations. 

Approved by: 					
Date:			
Revised:

Legal References:

*Effective September, 1991 a school board secretary who performs regulated functions as described in N.J.A.C. 6A:9-12.3 (d) must be certified as a school business administrator.  In accordance with N.J.A.C. 6A:9-12.3 (j), a board secretary who lacks certification but was assigned prior to September 1, 1991 to perform business administration functions shall be permitted to retain his/her position in the district but will be required to meet requirements for the provisional certificate in order to seek employment in a new position in another district. 

N.J.S.A. 13:1F-19 et seq.	School Integrated Pest Management Act
N.J.S.A. 18A:4-14		Uniform system of bookkeeping for all school districts
N.J.S.A. 18A:6‑7.17.5		Criminal history record; employee in regular contact with pupils; grounds 					for disqualification from employment; exception
N.J.S.A. 18A:7F			Comprehensive Educational Improvement and Financing Act
N.J.S.A. 18A:7G		Education Facilities Construction and Financing Act
N.J.S.A. 18A:12			School Ethics Act
N.J.S.A. 18A:16‑1		Officers and employees in general
N.J.S.A. 18A:16‑2 		Physical examinations; requirement
N.J.S.A. 18A:17‑1		Removal, etc., of secretaries, assistant secretaries, school business 					administrators and business managers during terms of office
N.J.S.A. 18A:17‑2		Tenure of secretaries, assistant secretaries, school secretarial and 					clerical employees
N.J.S.A. 18A:17‑5		Appointment of secretary; terms; compensation; vacancy
N.J.S.A. 18A:17‑6		Bond of secretary
N.J.S.A. 18A:17‑7		Secretary to give notices and keep minutes, etc.
N.J.S.A. 18A:17-8		Secretary; collection of tuition and auditing of accounts
N.J.S.A 18A:17-9		Secretary; report of appropriations, etc.
N.J.S.A. 18A:17-10		Secretary; annual report
N.J.S.A. 18A:17‑11		Secretary; taking oaths
N.J.S.A. 18A: 17-12		Secretary; annual financial report to the commissioner
N.J.S.A. 18A:17‑12.1-12.2	Secretary; retirement or pension; amount
N.J.S.A. 18A:17‑13		Assistant and acting secretaries; appointment, powers and duties
N.J.S.A. 18A:17‑14		Clerks in the secretary’s office
N.J.S.A. 18A:17‑14.1		Appointment of school business administrator; may act as secretary; 					duties; etc.
N.J.S.A. 18A:17‑14.2		Qualifications
N.J.S.A. 18A:17‑14.3		Secretary or business manager appointed school administrator; tenure
N.J.S.A. 18A:17-24.1-24.9	Superintendents and school business administrators shared by two or 					more school districts; approval  
N.J.S.A. 18A:18A		Public School Contract Law
N.J.S.A. 18A:19			Expenditure of Funds; Audit and Payment of Claims
N.J.S.A. 18A:21			Capital projects
N.J.S.A. 18A:22			Budget and Appropriations 
N.J.S.A. 18A:23-4		Preparation and distribution of synopsis or summary
N.J.S.A. 18A:28-5		Tenure of teaching staff members
N.J.S.A. 18A:33			Facilities in general
N.J.S.A. 18A:39			Transportation to and from schools
N.J.S.A. 19:60			School election
N.J.S.A. 34:5A-1 et seq.		N. J. Worker and Community Right to Know Act
N.J.S.A. 47:1A			Public access to government records
N.J.A.C. 6A:7			Managing for equality and equity in education
N.J.A.C. 6A:10			Educator effectiveness (evaluation)
N.J.A.C. 6A:16 -1.3 and 3.1	Prohibition of substance smoking and tobacco use on school grounds	
N.J.A.C. 6A:17			Education for homeless children and student in state facilities
N.J.A.C. 6A:23A		Fiscal accountability, efficiency and budgeting procedures
N.J.A.C. 6A:25			Qualified zone academy bonds
N.J.A.C. 6A:26			Educational facilities
N.JA.C. 6A:26-2		Long range facilities plans
N.J.A.C. 6A:26-3		Capital project review 
N.J.A.C. 6A:26A		District comprehensive maintenance plans
N.J.A.C. 6A:27			Student transportation
N.J.A.C. 6A:30			Evaluation of the performance of school districts
N.J.A.C. 6A:32			District operations
N.J.A.C. 6A:32-3.2		Requirements for the code of ethics for district board of education 					members and charter school board of trustees
N.J.A.C. 6A:32‑6.1		Requirements of physical examinations
N.J.A.C. 8:59-11.1 et. seq.	N. J. Worker and Community Right to Know Act
N.J.A.C. 12:100-4.2		Safety and health standards for public employees occupational exposure 				to bloodborne pathogens

8 U.S.C.A. 1100 et seq. Immigration Reform and Control Act of 1986, 

29 CFR 1910.1030 Bloodborne Pathogens Standard

Every Student Succeeds Act of 2015, Pub. L. 114-95, 20 U.S.C.A. 6301 et seq.