Secretary to the Assistant Superintendent for Finance (Office Clerk II (FT / 12-month) - District Office

West Irondequoit Central School District•Rochester, NY

10d•Onsite

About The Position

Performs a wide variety of clerical and technical functions in the office of the Assistant Superintendent for Finance. Work requires exemplary organizational skills, personal skills, knowledge of district policy and procedures and requires judgment and initiative in order to effectively handle a wide variety of situations which arise daily.

Requirements

Strong clerical skills and demonstrated experience in automated office environment
Excellent word processing, database management skills and spreadsheet skills
Strong writing skills
Demonstrated ability to work with minimal supervision in a fast-paced environment
Excellent communication and people skills
Eligible for Monroe County Civil Service Competitive title of Office Clerk II (Must hold title or be on the current list) or must qualify for the non-competitive HELPs title of Office Clerk II.
Excellent written and verbal communication skills.
Must keep confidential information.
Excellent organizational skills, detail oriented, and ability to interact with others in a professional setting.
Able to prioritize and organize tasks and make appropriate decisions.
Knowledge of and experience with computer systems and a variety of software programs.
Good knowledge of office terminology, practices, procedures, routines and equipment
Good knowledge of business arithmetic and English
Good knowledge of the techniques involved in record keeping
Good knowledge of the techniques involved in establishing and maintaining a filing system
Skill in accurately keyboarding at 40 words per minute
Ability to conduct searches for information from various sources
Ability to work with forms
Ability to prepare written communication, arithmetic and standard written reports
Ability to operate office machines such as the electronic work station, adding machine, calculator, photo copier and facsimile machine
Ability to understand and carry out complex oral and written instructions
Ability to express oneself clearly
Ability to readily acquire familiarity with departmental organization, functions, laws, policies and regulations
Ability to deal with the public
Good judgment in solving relatively complex clerical problems
Initiative
Resourcefulness
Tact
Courtesy
Integrity
Health commensurate with the demands of the position.
Good knowledge of office terminology, practices, procedures, and equipment
Good knowledge of business arithmetic
Good knowledge of English grammar and usage
Good knowledge of the techniques involved in record keeping
Good knowledge of the techniques involved in establishing and maintaining a filing system
Ability to use a personal computer for word processing and database entry
Ability to conduct searches for information from various sources
Ability to work with forms
Ability to perform basic purchasing functions utilizing computer software
Ability to monitor expenditures
Ability to prepare written communication, arithmetic and standard written reports
Ability to operate a variety of office machines
Ability to understand and carry out complex oral and written instructions
Ability to express oneself clearly
Ability to readily acquire familiarity with departmental organization, functions, laws, policies and regulations
Ability to deal with the public
Good judgment in solving relatively complex clerical problems
Physical condition commensurate with the demands of the position.
Graduation from high school or possession of an equivalency diploma, plus EITHER: (A) Graduation with an Associate's degree or successful completion of at least sixty (60) credit hours from a college or university; OR, (B) Two (2) years paid full-time or its part-time equivalent office clerical or secretarial experience; OR, (C) An equivalent combination of education and experience as defined by the limits of (A) and (B) above.
Experience as a Teller, Cashier or Sales Clerk will not be considered appropriate experience for the purposes of these minimum qualifications.
If you are appointed, you will be required to possess a valid license to operate a motor vehicle in New York State or otherwise demonstrate your capacity to meet the transportation needs of the position.

Responsibilities

Create new claims and maintains files and follow-up for both student accidents, as well as employee accident (workers compensation claims); tracks (spreadsheet management to provide charts for Health and Safety meetings)
Initiates and tracks claims for Student Accident Insurance.
Performs clerical and secretarial duties under the supervision of the Assistant Superintendent in the areas of budget, non-teaching personnel and related activities
Obtains, processes and uploads annual reporting data for the NYS Dept. of Labor, the NYS Civil Service Commission and the School District Income Verification (SDIV) Report.
Co-coordinates with Food Service Office Clerk application distribution, collection, verification, approval letters and database input, including building roster maintenance and distribution and district reporting to state agencies; year-to-year comparisons
Assists with preparation of correspondence and documents relating to clerical, maintenance, cafeteria, discipline, negotiations, grievances, arbitrations, and contract matters
Assists with preparation of documentation pertaining to hiring/terminating including appointment letters, midpoint appraisals, resignations, organization/staff charts
Coordinates documentation for civil service; distributes monthly test notification
Maintains files and databases for clerical, maintenance, and cafeteria staff
Assists staff 1:1 with Civil Service Application for positions in maintenance, operations, food service, and security
Assists staff 1:1 with NYS Security Guard Licensing process as it pertains to NYS Law
Scans all incoming mail, handles responses and/or distributes to appropriate personnel
Screens/handles phone calls as many questions as possible so as to limit the number of calls in to the Assistant Superintendent
Reviews, approves and invoices all district-wide facility use requests; reviews all Certificate of Insurance documents and group requests for final approval, as related to facility use.
Prepares purchase orders for miscellaneous purchases
Maintains office files, including record storage and retrieval
Designs and re-designs office forms used to administer building use, accident reports, personnel/sick leave requests, phone log, petty cash, etc.
Coordinates district bid process (advertising, bid packet distribution, bid opening coordinator)
Coordinates bids for furniture and other instructional equipment (database management, reports, purchase orders)
Coordinates district data collection for cooperative bids (copy paper, janitorial supplies)
Represents Assistant Superintendent for Finance at Purchasing Agent meetings
Inputs on-line orders to various vendors for district; coordinates catalogue/update distribution
Reviews and responds to all FOIL requests.
Collects data and submits information to requestor.
Assists with temporary coverage, as needed, for Purchasing Clerk, Accounts Payable Clerk, Benefits Clerk, and Secretary to the Assistant Superintendent for Human Resources during unexpected absences or position vacancies.
Organizes and leads individual and large group training sessions for new Administrative and Clerical staff, as well as existing staff, on items related to their primary role (ie. WinCap, Facility Use Program, etc.)
Serves as a point-person/Office Coordinator for District Office staff, as well as district-wide staff, to contact when any general office issues, concerns or questions arise and troubleshoot accordingly (done on a daily basis).
Prepares, formats, and maintains material such as correspondence and reports
Prepares and maintains alphabetical, numerical, or other files
Sorts, distributes, and files
Obtains and gives out information by telephone, correspondence, or in person
Performs complex electronic searches for information in documents, records, and files
Compiles, prepares, and inputs a variety of data
Reviews a variety of complex financial and statistical records and reports for completeness and accuracy
Enters and extracts data and information from a database
Enters information onto standard forms such as payroll or production records, authorizations, certifications, etc.
Purchases office supplies and monitors expenditures
Operates standard office machines such as a computer, copier, and fax machine
Maintains records of monetary, budgetary, or similar transactions
Makes computations relating to taxes, budget, and salary
Supervises or guides subordinates in the performance of their duties
Trains subordinates in the procedures and functions of the office.