Position Title

Confidential Assistant to the Assistant District Superintendent of Curriculum & Instruction

Required Application Type

School Related Personnel

Salary/Pay Scale

$50,000-$55,000

Job Description

LOCATION:          Central Administration – 900 Watervliet-Shaker             

BASIC FUNCTION:

Performs responsible administrative work for the Assistant District Superintendent of Curriculum & Instruction at Capital Region BOCES.  Incumbent in this class independently perform highly complex duties and administrative tasks supporting the work of the Assistant District Superintendent.  Incumbent will serve as a personal assistant to the Assistant District 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 District Superintendent with considerable leeway allowed for the use of independent judgment in carrying out the details of the work.  Does related work as required.

RESPONSIBILITIES:

1. Prepares responses to letters concerning programs, policies and procedures for own or Assistant District Superintendent’s signature.
2. Maintains records of all travel arrangements, conference requests and other related activities including purchase orders and claim reimbursement requests.
3. Schedules and arranges meetings, conferences and appointments and assembles and coordinates background materials.
4. Answers the telephone and directs callers appropriately, answering basic procedural and informational questions pertaining to the various instructional and educational support services of the BOCES.
5. Organizes and executes organizationwide events.
6. Monitors and track the status of various organizational activities and events.                                          
7. Tracks organization of departmental assignments and communicates select vacancy needs to HR department.
8. Performs departmental organization of files, correspondence and other documents.
9. Prepares original documents for signature by the Assistant District Superintendent.
10. Facilitates the approval of various processes, such as tenure recommendations.
11. Maintains and prepares various departmental reports using statistical and narrative information.
12. Maintains the Assistant District Superintendent’s calendar, screens and greets visitors.
13. Receives, sorts, and delivers mail received for the office.
14. Proofreads outgoing correspondence.
15. Prepares contractual departmental materials for board approval.
16. Serves as a note taker during meetings and produces minutes of meetings, when appropriate.
17. Performs other related duties, as required.
18. Thorough knowledge of administrative practices.
19. Thorough knowledge of office practices and procedures.
20. Thorough knowledge of word processing and spreadsheet software.
21. Thorough knowledge of the principles of business English.
22. Good knowledge of the organization, functions, laws, policies and regulations of the office of the Assistant District Superintendent and BOCES.
23. Good knowledge of school district operations.
24. Ability to handle routine administrative details independently, including the composition of letters, memoranda and statistical reports.                                                                                  
25. Ability to analyze and summarize information in both narrative and numerical form.                                                                                                                         
26. Ability to design and maintain filing systems.
27. Ability to understand and interpret written materials.
28. Ability to express oneself clearly and concisely, both orally and in writing.
29. Ability to establish and maintain cooperative relations with the public, governmental/private agencies, and component school district administration and personnel.
30. Physical condition commensurate with the demands of the position.

Civil Service Title

Conf Asst to Asst District Supt-Curr & Inst

Job Qualifications

1. Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with 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, 
2. Graduation from high school or possession of a high school equivalency diploma and five (5) years of experience as defined in (A).

NOTE: Current individuals with permanent status as a Secretary II are welcome to apply.

The selected applicant will be subject to a fingerprint supported criminal history background check in accordance with SAVE Legislation effective July 1, 2001.

Vacancies are filled by certified list provided by Albany County Civil Service. Should no certified list be available, candidates appointed to this position will be serving in a provisional appointment in accordance with New York State Civil Service Law. The candidate must successfully complete a competitive examination and be eligible for appointment in accordance with Civil Service Law and the Civil Service Rules for Albany County to obtain a permanent appointment.

Salary prorated to the amount of service rendered.

Job Category

Professional/Administrative Positions

Job Location

Capital District Region

Additional Information