Administrative Assistant, Special Ed. @ #12 - Provisional RB # 26-135

Buffalo Public Schools•Buffalo, NY

2d•Onsite

About The Position

This is an important administrative position involving office management and liaison work requiring frequent exercise of independent judgment in planning and coordinating the non-technical activities of a department or major unit. Incumbents assist a department head or administrator in handling the details of the business office in order to free the administrator for planning, policy-making, programming and coordinating. Incumbents gather data for administrative studies and may make determinations/recommendations of methods for handling a wide variety of administrative problems. This position differs from Senior Administrative Assistant in that the duties of the latter position are concerned with the responsibility for the management of a complex business office and may also be responsible for decisions in a technical field subject to the approval of the head of the department. Routine duties for the Administrative Assistant are performed with general directions regarding objectives, policies and procedures. Supervision is received from the department head/administrator and incumbents exercised supervision over personnel assigned.

Requirements

Thorough knowledge of the principles and practices of office management and personnel management.
Working knowledge of principles of account keeping and budgets.
Ability to organize, assign, coordinate and review the work of others.
Public Relations.
Ability to understand and interpret written material.
Ability to get along well with others.
Ability to present oral comments and opinions clearly and concisely.
Ability to operate a personal computer in the use of application programs etc.
Physical condition commensurate with the demands of the position.
Promotional Continuous and permanent status in any city department as an Assistant Collections Officer, Assistant Operations Supervisor, Associate Account Clerk, Associate Tax Clerk, Legal Secretary, Principal Clerk, School Clerk, Senior Account Clerk, Senior Account Clerk-Typist, Senior Account Clerk-Stenographer, Senior Clerk, Senior Data Processing Equipment Operator, Senior Inventory Clerk, Senior Rate Clerk, Senior Typist, Senior Stenographer, Stenographic Secretary, Contract and Specifications Clerk, Chief Teller, Head Teller, Teller, Traffic Clerk and Traffic Record Technician, Water Service Adjustor for one year.
Bachelor’s Degree from an accredited college or university and two years of full time office management experience in the field of accounting, public administration, personnel administration, financial management or a closely related field; one year of which must have been in a responsible administrative or supervisory capacity.
Associate’s Degree from an accredited college, technical or business institute and four years of full time office management experience in the field of accounting, public administration, personnel administration, financial management or a closely related field; one year of which must have been in a responsible administrative or supervisory capacity.
Graduation from High School, GED or Equivalency Diploma and six years of full time office management experience in the field of accounting, public administration, personnel administration, financial management or a closely related field; one year of which must have been in a responsible administrative or supervisory capacity.
An equivalent combination as defined within the limits of A, B and C.
Verifiable part-time experience will be pro-rated to meet full time experience requirements.
Proof of education must be presented at time of appointment.

Responsibilities

Assists department head/administrator in carrying out the details of a business office; reads incoming mail, conducts general correspondence and routes balance to proper official or unit; processes and follows up various types of requests and claims; interviews office callers, media, salesmen and others and furnishes general information about departmental functions and activities.
Coordinates and supervises the maintenance of departmental account-keeping records, personnel records and preparation of payrolls.
Supervises the requisitions, purchasing, receipt and inventory of departmental supplies and equipment and the processing of related records.
Assists in the preparation of departmental budget, secures budget estimates, performs budget estimate studies and maintains budget control.
Collects and compiles data and statistics, prepares organizational workflow and efficiency studies and submits recommendations for the improvement of procedures and solutions of administrative problems.
Maintains contacts with units within the department, with other city departments, public and private agencies to assists in solving mutual problems, developing improved services and building good will.
Coordinates compliance with civil service job procedures, appointments, promotions and transfers.
Provides guidance and training for new employees in office procedures, routines and methods.
Monitors departmental programs or projects and recommends adjustments when needed.
Maintains and updates various departmental records to be used in carrying out the details of a business office.
Inputs data and information in word processor, personal computer etc.
Performs related work as required.