Secretary to the Director of Public Information (FT / 12-month - Office Clerk III)

West Irondequoit Central School District•Rochester, NY

2d•Onsite

About The Position

Performs a wide variety of clerical duties in the Office of the Director of Public Information. Work requires knowledge of school methods and procedures and requires judgment and initiative in order to effectively handle the wide variety of situations, which arise daily. This position provides administrative support to the Public Information Director, West Irondequoit Foundation (WIF), and West Irondequoit Alumni Association (WIAA). The role involves interacting with district-wide faculty, staff, administrators, students, parents/guardians, community members, government officials, visitors, vendors, outside agencies, local media, the Board of Education, WIAA, and WIF via various communication channels. Responsibilities include arranging community events, maintaining electronic and paper files, distributing publications, managing the district website, utilizing Microsoft Office and Adobe products, processing purchase orders and payments, ordering supplies, scheduling meetings, providing support to the district receptionist, assisting with school closings and emergencies, overseeing the electronic messaging system, reviewing the Daily Record newspaper, maintaining databases, and proofreading materials. Additional duties may be assigned to support other departments.

Requirements

Eligible for Monroe County Civil Service Clerk III (Competitive title) (Must be on the current list or hold title).
OR Must be eligible for the title Office Clerk III-HELPs (Non-Competitive title-no examination required).
Performs a wide variety of clerical duties.
Work requires an understanding of department/district methods and procedures.
Graduation from high school or possession of an equivalency diploma, plus EITHER: (A) Successful completion of at least thirty (30) credit hours from a college or university; OR, (B) One (1) year 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 vehicle in New York State or otherwise demonstrate your capacity to meet the transportation needs of the position.

Nice To Haves

Utilize Microsoft Office and Adobe products extensively, including but not limited to Word, Excel, Access, Photoshop, Acrobat and InDesign.
Good knowledge of office terminology, practices, procedures, and equipment.
Good knowledge of business arithmetic.
Good knowledge of English grammar and punctuation.
Good knowledge of the techniques involved in record keeping.
Ability to utilize a personal computer for word processing, database entry, spreadsheets, and other related computer software.
Ability to maintain a filing system.
Ability to work with forms.
Ability to prepare and type written communications, arithmetic and standardized reports.
Ability to operate standard office equipment.
Ability to acquire familiarity with departmental or agency organization, laws, policies, and regulations.
Ability to understand and carry out relatively complex oral and written instructions.
Ability to communicate orally and in writing.
Ability to deal with the public.
Good judgment.
Physical condition commensurate with the demands of the position.

Responsibilities

Provide administrative support to Public Information Director, West Irondequoit Foundation (WIF) and West Irondequoit Alumni Association (WIAA).
Interact with district-wide faculty, staff, administrators, students, parents/guardians, community members, government officials, visitors, vendors, outside agencies, local media, Board of Education, WIAA, WIF via phone, e-mail, written communication, and in person.
Arrange various community events such as the annual Senior Citizen Dinner Theatre.
Maintain electronic and paper files.
Distribute publications & communications to district-wide staff and community.
Maintain district website, providing technical support to staff throughout the district.
Utilize Microsoft Office and Adobe products extensively, including but not limited to Word, Excel, Access, Photoshop, Acrobat and InDesign.
Work with internal general ledger system to process purchase orders and process payments.
Order and purchase supplies for office and special events.
As needed, schedule meetings and reserve rooms in various buildings using various online calendar software.
Provide support to the district receptionist for lunches and appointments.
Assist Public Information Director in contacting media and families for school closings and emergencies.
Oversee electronic messaging system including sending messages/calls/emails and assisting schools in troubleshooting issues.
Review Daily Record newspaper and send letters to new residents.
Maintain Access database of Gold Card Senior Citizens and work with Community Education department to maintain list.
Proofread materials for Public Information Director and other staff members.
Work with Public Information Director and vendors to plan the timing of district publications, which would include preparing detailed estimates requests, and working with the vendor chosen to have the publications printed and mailed and delivered to district office in a timely manner.
Attend evening meetings and functions as requested and complete off-campus errands.
Complete other duties as assigned.
Prepare mailing lists for annual fundraising campaign.
Type and mail merge letters for preferred donor list and prepare for signatures of WIF Board.
Interact with mailing house for mass mailing of remainder of donors and district families.
Transfer data to Excel and provide WIF board with breakdowns and totals as requested.
Send out personalized thank you letters to donors.
Record incoming donations/requests for courtyard bricks.
Maintain database of brick requests.
Send acknowledgement of order to requestors.
Order bricks once a year and coordinate delivery and installation.
Take pictures of bricks and send email to requestors.
Assist Public Information Director and WIF board with annual fundraising events such as the Cornhole Tournament.
Coordinate monthly distribution of meeting agenda and minutes.
Complete various requests of administrative assistance throughout year from WIF Board.
Attend meetings as needed.
Store and monitor miscellaneous supplies.
Maintain WIAA internal database, website database, and paper files.
Receive alumni registration information from district website and update internal database.
Record incoming donations and send out thank you notes.
Interact in person, via phone and e-mail with alumni and families of alumni.
Prepare class lists and labels for reunion committees.
Interact and collaborate with reunion committees for retrieval of updated alumni information.
Track and document reunion information for each reunion committee.
Coordinate on campus reunion activities.