Secretary to the Superintendent

Utica City School District•Utica, NY

1d•Onsite

About The Position

The Utica City School District is seeking a Secretary to the Superintendent. The District's mission is to ensure all students succeed and are well-rounded, with the knowledge, skills, and character to be productive members of society. Its vision is for students to achieve their goals and academic success through various pathways and support levels. The District serves approximately 64,500 city residents in an urban, multicultural environment with about 9,644 students across 13 schools (Proctor High School, Donovan Middle School, JFK Middle School, and 10 elementary schools). It boasts diversity with over 50 languages spoken and 16% English language learners. The elementary schools integrate a vibrant curriculum aligned with NYS Learning Standards, focusing on math realignment and fostering academic and social/emotional competencies. Middle schools ensure equitable opportunities for transition to high school, offering dedicated classes for English Language Learners and students with disabilities, as well as honors/advanced studies, and incorporating STEM into Family and Career Sciences and Technology programs. Proctor High School provides special education and English language learner programming, a robust honors and Advanced Placement curriculum, and partnerships with Mohawk Valley Community College and Syracuse University's Project Advance. It also has innovative Career and Technical Education programming, NJROTC, music, art, drama, extracurricular activities, and athletics. The Secretary to the Superintendent performs highly responsible and confidential clerical and administrative support duties directly for the Superintendent, involving complex office and clerical functions, processing various computer and software programs, and managing data, reports, records, and billing information. This role includes preparing confidential materials, public contracts, and state/federal reports, requiring discretion, sound judgment, and independent work under general supervision.

Requirements

Proficient in Microsoft Office and general computer use.
Knowledge of office procedures, record keeping, and reporting protocols.
Excellent interpersonal and written communication skills.
Ability to interact respectfully with individuals from diverse backgrounds.
Ability to work independently and manage multiple priorities.
Typing proficiency of at least 35 words per minute.
Reliability, professionalism, discretion, and courtesy are essential.
Must receive fingerprint clearance per NYSED regulations.
Must comply with NYS Civil Service Law.

Responsibilities

Types, processes, and files documents including correspondence, invoices, reports, contracts, and memos.
Drafts and prepares professional correspondence and meeting materials from rough copy or independently.
Operates standard office technology (computers, printers, scanners, fax machines, internet platforms).
Maintains the Superintendent’s calendar, schedules appointments, and coordinates deadlines.
Receives and distributes mail; answers and routes phone calls; greets and assists visitors.
Organizes and maintains office filing systems and digital records.
Prepares agendas and documentation for Board of Education meetings.
Manages office supplies and inventory.
Supports internal and external communications and improves office operations.
Performs other duties as assigned by the Superintendent.