DISTINGUISHING FEATURES OF THE CLASS
The work involves responsibility for performing difficult and responsible clerical functions for an administrative or department head in a suburban school district, Teachers Center, or municipality.
General supervision is received from the administrator or department head, who oversees work performance through conferences or observation of assigned tasks. Supervision may be exercised over the work of other clerical employees. Performs related work as required.
TYPICAL WORK ACTIVITIES
- Screens incoming mail and performs research to identify previous communications on the topic.
- Prepares draft responses to routine correspondence by applying knowledge of department regulations and operations.
- Establishes and maintains an efficient follow-up system to ensure timely responses by the department head or supervisor.
- Answers telephone calls from the community, media, and government officials as a representative of the department head or supervisor, providing information on office operations, functions, and services.
- Secures requested information on departmental matters from other departments, the general public, and private or governmental agencies through telephone, personal contact, or file and record research.
- Prepares confidential correspondence and reports for the supervisor using a typewriter, word processor, and/or personal computer.
- Maintains confidential files and records and prepares reports relating to the activities of the assigned department.
- Reviews and types accounting and financial statements, statistical tabulations, and data from letters, memoranda, vouchers, reports, requisitions, and other related materials.
- Assists in making proper use of resource center equipment and materials.
- Maintains time and attendance records and employee personnel folders while ensuring confidentiality.
- Maintains simple financial records and accounts relating to departmental budgets and expenditures for supplies and equipment.
- Assists in preparing statistical reports and related documents and checks them for accuracy.
- Assists in preparing budgets and personnel request documents.
- Requisitions and inventories office supplies and equipment.
- Plans, assigns, and reviews the maintenance and verification of a wide variety of records and files and instructs employees in specialized work procedures.
- Attends policy board meetings when required.
- Lays out, oversees, and checks the accuracy of work performed by subordinate clerical employees and assists in implementing new methods and procedures.
- Uses an alphanumeric keyboard to transcribe data and process and retrieve information from a computer.
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES, AND PERSONAL CHARACTERISTICS
- Thorough knowledge of office terminology, procedures, and equipment.
- Thorough knowledge of business arithmetic and English.
- Thorough knowledge of the organization and functions of the assigned department.
- Good knowledge of methods for maintaining and checking financial accounts and records.
- Ability to compile financial and statistical data and prepare detailed reports.
- Ability to plan, supervise, and review the work of clerical personnel.
- Ability to operate a microcomputer and/or computer terminal.
- Ability to type from clear copy or rough draft at a reasonable rate of speed with a high degree of accuracy.
- Ability to understand and follow complex oral and written instructions.
- Ability to work and communicate effectively with staff and the public.
- Clerical aptitude.
- Industry and dependability.
- Initiative and resourcefulness.
- Neatness.
- Tact and courtesy.
- Physical condition commensurate with the demands of the position.
MINIMUM QUALIFICATIONS
(A) Completion of two (2) years of study at a regionally accredited or New York State registered college or business school, supplemented by courses in typing or word processing, and two (2) years of office experience including typing or word processing;
OR
(B) Graduation from high school or possession of a high school equivalency diploma, supplemented by courses in typing and word processing, and four (4) years of office experience including typing or word processing;
OR
(C) An equivalent combination of training and experience as defined by the limits of (A) and (B) above.
NOTE: Verifiable part-time and/or volunteer experience will be prorated toward meeting full-time experience requirements.
Pay: $52,335.07 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
