Secretary to the Superintendent of Schools/Clerk of the Board

West Irondequoit Central School District•Rochester, NY

6d•Onsite

About The Position

This is an administrative support position serving as confidential secretary to the Superintendent of Schools and providing secretarial support to the Board of Education. The role also serves as recording secretary at Board meetings and as legal custodian of the school district’s financial records and reports. The position is based at the District Office and is scheduled for 7.5 hours per day, 12 months per year, from 7:30 a.m. to 4:00 p.m. The Secretary is directly responsible to the Superintendent of Schools and must work at night when attending Board regular meetings, study sessions, and audit committee meetings. The position provides broad administrative and clerical support to the Superintendent and Board, including managing schedules and correspondence, coordinating meetings and travel, preparing agendas and meeting materials, recording and publishing minutes, maintaining calendars, policy documents, files, and attendance records, and processing purchase orders and reimbursements. The Secretary also coordinates district and Board events, supports student-related matters and legal-document handling, prepares legal notices, and coordinates the annual district vote. Other duties may be assigned. Candidates must be eligible for Monroe County Civil Service Office Clerk II (by holding the title, being on the current eligible list, or qualifying for the Non-competitive HELPs title) or qualify for Secretary to the Superintendent exempt status. Office Clerk II qualifications include a high school diploma or equivalency plus an associate degree or 60 college credits, two years of paid office clerical or secretarial experience, or an equivalent combination. A valid New York State motor vehicle license or otherwise demonstrated capacity to meet the position’s transportation needs is required upon appointment.

Requirements

Eligible for Monroe County Civil Service Office Clerk II by holding the title, being on the current eligible list, or qualifying for the Non-competitive HELPs title; alternatively, qualify for Secretary to the Superintendent exempt status.
Ability to perform complex clerical tasks and multitask.
Excellent knowledge of computer programs, including the web and Microsoft Office, and competence in developing databases, forms, and presentation materials.
Aptitude for exercising independent judgment in resolving situations within the district and community.
Strong interpersonal, communication, organizational, and planning skills.
Ability to perform tasks without direct supervision.
Knowledge of current New York State Education law as it pertains to district and Board of Education duties and operations.
For Civil Service Office Clerk II eligibility: high school graduation or an equivalency diploma, plus either an associate degree or at least 60 college credit hours; two years of paid full-time or equivalent part-time office clerical or secretarial experience; or an equivalent combination of education and experience. Teller, cashier, and sales clerk experience does not qualify.
Any degree used to meet Civil Service qualifications must be from an institution accredited by an agency recognized by the U.S. Department of Education; foreign degrees require independent equivalency verification.
Upon appointment, must possess a valid New York State motor vehicle license or otherwise demonstrate the capacity to meet the position’s transportation needs.

Responsibilities

Maintains the Superintendent’s schedule and calendar, coordinates appointments and meetings, fields calls, and responds to or resolves day-to-day issues when possible.
Handles incoming mail and website-submitted email requests, drafts correspondence and responses, and routes communications to appropriate departments.
Performs assignments as directed by the Superintendent and/or Board of Education.
Prepares agendas, attends meetings, takes and publishes minutes, and coordinates refreshments and district or leadership staff functions.
Makes travel arrangements for the Superintendent and Board of Education, arranges airline reservations for district staff, and maintains travel and expenditure reimbursement reports.
Maintains 12-month administrative staff attendance records and develops attendance sheets, vacation memos, and break schedules.
Coordinates Superintendent’s hearings and related transcription; processes student transfer and records requests, subpoenas, affidavits, and court courier arrangements as needed.
Establishes and publishes district calendars, including paid holidays, district-wide meetings, school-year calendars, and Board meeting schedules and agenda topics.
Approves or denies requests for use of district facilities and flyer distribution.
Processes purchase orders for the Superintendent’s office and travel reimbursements for the Board and leadership staff.
Maintains and coordinates updates to district guiding documents, including District Focus Area Books and Project Save Building Plans.
Develops presentation materials for the Superintendent, including PowerPoint and overhead documents.
Serves as a notary public.
Maintains district policies and regulations, supports revisions, participates as a standing member of the Multi-Year Policy Committee, and posts or distributes updates.
Provides rotating lunch coverage for the District Receptionist.
Receives and signs for subpoenas and legal documents served upon the district and routes them to the appropriate department.
Prepares and publishes legal notices, including notices for the annual district vote and other required notices.
Maintains office files and prepares Board agendas, administrative memorandums, and Board meeting packets; notifies media of agendas and posts them on the website.
Maintains official Board minutes and supplemental records of Board actions and posts minutes in the public library.
Plans Board functions recognizing employees throughout the year.
Coordinates and runs the annual district vote, including securing volunteers, handling absentee ballots and candidate petitions, arranging voting machines and ballot printing, and supervising gym setup.
Coordinates Board workshops and maintains Board policy manuals and administrative regulations.
Confers with consultants on developing and updating district policies and regulations.
Prepares correspondence and documents related to official actions of the Board and Superintendent and maintains the district’s official seal.
Attends district clerk workshops and conferences for continuous professional development.
Performs other duties as assigned.