Position Title

Clerk of the Board

Required Application Type

School Related Personnel

Salary/Pay Scale

$65,000 prorated to the amount of service rendered

Job Description

BASIC FUNCTION:

This work involves the performance of duties as mandated by Section 104 of Public Officers Law and Section 2121 of the State Education Law and which primarily involves a variety of clerical, financial record keeping and administrative duties in connection with the BOCES and Board of Education’s business activities.  The District Clerk is an exempt class position appointed each year by the Board at its Annual Re-Organizational Meeting and will serve for one-year (1) periods as prescribed by law.

Additionally, the work involves responsibility in assisting General Counsel & Legal Services in accomplishing the responsibilities of the office by applying appropriate office procedures, effective working and personal relationships, and knowledge of the regulations governing the activities required of General Counsel & Legal Services.  The work also involves responsibility for independently performing complex clerical operations and for supporting the BOCES with FOIL requests, and arranging meetings, conferences and contacts. The work calls for frequent exercise of independent judgment in giving out information regarding departmental policies and practices, and in planning the routine of an office.  The correspondence duties are distinguished by the fact that most letters and releases of a routine recurring nature are composed personally.  Employees in this class work under general supervision, receiving detailed instructions only where policies have not been determined.  Only unusually important or complicated assignments are checked in detail upon completion.  An employee in this class may exercise immediate supervision over the work of clerical assistants.  Does related work as required.

RESPONSIBILITIES:  
The Clerk's duties include but are not limited to the following:

1. Attends all meetings of the Board and keeps a record of its proceedings and records (Board Minutes).
2. Ensures proper legal notices and announcements of meetings, district votes, etc. are published in accordance with law. 
3. Administers the Oath of Office to Board Members and other school district officers. 
4. Maintains the filing of the Oath of Office.
5. Sends notices of special meetings to members of the Board; contacts and communicates with members as required.
6. Works directly with District Superintendent and DSS/COO in communication with the board.
7. Prepares and coordinates the procedural components of the annual school board member elections. 
8. Maintains an up-to-date record of Board policies and by-laws.
9. Delivers to, and collects from, the President, Vice President, or Board members such papers for signature as may be necessary.
10. Distributes notices to the public announcing availability of copies of the budget to be presented at the BOCES Annual Meeting in compliance with the requirements of the State and assumes other duties customary to the office of District Clerk.
11. Organizes incoming correspondence to Board and distributes copies for Board members.
12. Coordinates, prepares, types, reproduces, and distributes agenda for meeting.
13. Maintains master policy book describing Board policies and distributes copies to Board members.
14. Contacts Director of Facilities or other personnel responsible for making physical arrangements for rooms, chairs, lights and other materials or equipment needed for meetings.
15. Coordinates catering and IT needs for meetings.
16. Make conference and travel arrangements for Board of Education members & members of leadership team.
17. Processes FOIL requests under direction of General Counsel.
18. Keep and preserves all records, books and papers of the BOCES.
19. Maintains historical documents of the BOCES acted upon by the Board or received from jurisdictional agencies.
20. Does keyboarding work required to support Board, replies to correspondence reports, and other data concerned with clerical and administrative duties of the position.
21. Keeps such accounting forms and adheres to accounting procedures as required by the Commissioner of Education.
22. Maintains contact with Division Directors and their support staff.
23. Schedules appointments, welcomes visitors, answers a variety of inquiries by telephone and in person, and prepares answers to correspondence for signature.
24. Thorough knowledge of office terminology, procedures and equipment.
25. Thorough knowledge of business arithmetic and English.
26. Ability to handle routine administrative details independently, including the composition of letters, memoranda and statistical reports.
27. Ability to understand and carry out complex oral and written instructions.
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 personnel.
30. Performs such other tasks as may be assigned.

Civil Service Title

Clerk of the Board

Job Qualifications

1. Ability to maintain confidentiality, exceptional interpersonal skills, ability to get along well with others, professional demeanor, ability to multi-task, resourcefulness, tact, courtesy and dependability.
2. Preferred qualifications of at least ten years of clerical or administrative experience, a solid understanding of school district or BOCES administrative office and operations.
3. Strong knowledge in Google Workspace, Microsoft Outlook, word-processing, database and spreadsheet applications.
4. Good knowledge of modern business and public administrative procedures and practices; familiarity with the laws, regulations, practices and policies of the New York State Education Department.
5. Physical condition commensurate with the duties of the position.

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

Application Procedure

SALARY:     BOCES employee salary commensurate with experience and in accordance with contract language.

CLOSING DATE: POSTING WILL REMAIN OPEN UNTIL THE POSITION IS FILLED

Job Category

Professional/Administrative Positions

Job Location

Capital District Region

Additional Information