Secretary to the Principal @ Irondequoit High School (Office Clerk II HELPs, Full Time/12 Months)

West Irondequoit Central School District•Rochester, NY

8d•Onsite

About The Position

The Secretary to the Principal at Irondequoit High School performs a wide variety of secretarial functions in the office of the Principal. This role requires knowledge of school methods and procedures, as well as judgment and initiative to handle daily situations effectively. The position is full-time, 12 months a year, with 7.5 hours per day, from 7:30 a.m. to 4:00 p.m., including a 1-hour unpaid lunch.

Requirements

Ability to perform general clerical duties and routine tasks.
Requires communication skills and ability to follow oral and written instructions.
Extensive computer skills necessary.
Eligible for Monroe County Civil Service Office Clerk II (A competitive candidate must hold a current eligible title or be reachable on the current eligible list. A non-competitive candidate must be Monroe County Civil Service Eligible through the HELPS Program for the non-competitive Office Clerk II title (no exam required, but candidate must qualify for the title).
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.
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.
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.

Nice To Haves

Experience as a Teller, Cashier or Sales Clerk will not be considered appropriate experience for the purposes of these minimum qualifications.

Responsibilities

Produces correspondence on matters requiring thorough knowledge of high school office operations.
Prepares complex forms and reports as requested by the principal.
Opens and screens incoming mail for the principal.
Processes outgoing mail to include typing, copying, and distribution.
Receives and answers telephone inquiries and relays messages.
Schedules appointments and meetings for the principal; maintains the principal's calendar.
Maintains personnel files and a filing system for the principal.
Arranges for rooms, equipment, and refreshments for meetings sponsored by the principal (i.e. Cabinet, faculty, hearings, PPS, Parent/Principal Coffees).
Prepares and follows up on purchase orders for the principal's office.
Prepares teacher, clerical, paraprofessional, and maintenance evaluations written by the Principal/Supervisor to include typing, copying, and distribution.
Manages textbooks to include ordering, receiving and processing, placement in classrooms, maintenance of inventory, works with library staff to create a database of missing textbooks and notify students/parents about missing books and payment arrangements.
Prepares and arranges for printing of the high school course description booklet.
Develops and maintains a month-by-month listing of essential administrative operations and deadlines.
Prepare CSE paperwork as required.
Develops and mails IHS News.
Set up candidate interviews for faculty positions.
Prepares Student of the Month letters for delivery to students.
Arranges buses for field trips.
Works closely with school administrators and the senior class advisor in preparation for graduation: prepares diploma list and orders diplomas, prepares the commencement program and related letters to the parents and students, prepares graduation program and coordinates printing, prepares the banquet program, organizes the dues drive and collects money, arranges for volunteers to work/supervise at commencement and on buses, orders buses for trip to Eastman Theatre, arranges seating chart and notifies students of seating assignment, arranges for cap and gown distribution, assists in the organization of the rehearsal and ceremony, arranges stage and Theatre for commencement (i.e. diploma table, and reserved seating for students, band, and special seating), assists wherever necessary during the ceremony.
Distributes Faculty Meeting, Cabinet Meeting, Planning Team, and School Culture Sub-Committee agendas and minutes and various other mailings as requested by the principal.
Maintains observation database for all faculty.
Prepares opening day mailings to all students and faculty.
Prepares Open House mailing.
Prepares Honor Roll for posting in IHS hallways, Irondequoit Press and Democrat & Chronicle.
Schedules attendance/truancy hearings for students with administrator, counselor, and attendance committee.
Arranges faculty conferences ï¿½ i.e., registration and purchase orders.
Prepares year-end perfect attendance letters.
In the absence of other main office secretaries, assistants and/or guides substitute in the completion of their duties.
Assists other secretaries with the Main Office with answering office phones.
Performs other related clerical and secretarial duties as assigned by the principal.