Distinguishing Features of the Class: Performs responsible administrative work for the Assistant Superintendent (and/or Superintendent) for Educational Services in the Cohoes City School District. Incumbent in this class independently performs highly complex duties and administrative tasks supporting the work of the Assistant Superintendent (and/or Superintendent). Incumbent will serve as a personal assistant to the Assistant Superintendent (and/or Superintendent), relieving them of administrative and business detail and resolving day-to-day operational problems. The work calls for the frequent exercise in independent judgment in giving out information regarding organizational policies, procedures, and practices and in conducting office activities. Employees in this class handle the more difficult assignments in the performance of their duties. The work is performed under the general supervision of the Assistant Superintendent (and/or Superintendent) with considerable leeway allowed for the use of independent judgment in carrying out the details of the work. Does related work as required.
Typical Work Activities:
- Prepares responses to letters concerning programs, policies and procedures for own signature or that of the Assistant Superintendent (and/or Superintendent);
- Maintains records of all travel arrangements, conference requests and other related activities including purchase orders and claim reimbursement requests;
- Schedules and arranges meetings, conferences and appointments and assembles and coordinates background material;
- Organizes and executes organization wide events; including Professional Development
- Utilizes district’s software system to create classes, assign staff, track and maintain progress of educators and other school personnel
- Serves as a note taker during meetings and produces minutes of meetings, when appropriate;
- Answers the telephone and directs callers appropriately, answering basic procedural and informational questions pertaining to the various instructional and educational support services of the Cohoes City School District;’
- Prepares original documents for signature by the Assistant Superintendent (and/or Superintendent);
- Maintains and prepares various departmental reports using statistical and narrative information;
- Maintains the Assistant Superintendent’s (and/or Superintendent’s) calendar, screens and greets visitors;
- Monitors and tracks status of various organizational activities and events;
- Performs departmental organization of files, correspondence and other documents;
- Proofreads outgoing correspondence;
- Tracks organization of departmental assignments and communicates select vacancy needs to HR department;
- Receives, sorts, and delivers mail received for the office;
- Performs other related duties, as required.
Full Performance Knowledge, Skills, Abilities and Personal Characteristics:
- Thorough knowledge of administrative practices;
- Thorough knowledge of office practices and procedures;
- Thorough knowledge of word processing and spreadsheet software;
- Thorough knowledge of the principles of business English;
- Good knowledge of the organization, functions, laws, policies and regulations of the office of the Assistant Superintendent (and/or Superintendent) and Cohoes City School District;
- Good knowledge of school district operations;
- Ability to handle routine administrative details independently, including the composition of letters, memoranda and statistical reports;
- Ability to analyze and summarize information in both narrative and numerical form;
- Ability to design and maintain filing systems;
- Ability to understand and interpret written material;
- Ability to express oneself clearly and concisely, both orally and in writing;
- Ability to establish and maintain cooperative relations with the public, governmental/private agencies, and component school district administration and personnel;
- Physical condition commensurate with the demands of the position.
Minimum Qualifications:
Open-Competitive: Either
A. Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with at least an Associate’s degree in secretarial science, business administration or a
closely related field and three (3) years of experience providing administrative support which involved the operation of a computer for word-processing, database or spreadsheet applications; OR,
B. Graduation from high school or possession of a high school equivalency diploma and five (5) years of experience as defined in (A).
Promotional: One (1) year of permanent competitive class status as a Senior Typist
Juris. Class: Competitive
Adopted:
Revised: