Confidential Assistant to the Assistant Superintendent-NERIC (NY HELPS)

LOCATION: Northeastern Regional Information Center – 900 Watervliet Shaker Road BASIC FUNCTION: Performs responsible administrative work for the Assistant Superintendent – NERIC at Capital Region BOCES. Incumbent in this class independently performs highly complex duties and administrative tasks supporting the work of the Assistant Superintendent. Incumbent will serve as a personal assistant to the Assistant 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 providing information regarding division and 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 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 services, policies and procedures for own signature or that of the Assistant Superintendent. 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 material. 4. Organizes and executes organization-wide and regional events. 5. Serves as a notetaker during meetings and produces minutes of meetings, when appropriate. 6. Answers the telephone and directs callers appropriately, answering basic procedural and informational questions pertaining to the various programs and services of the BOCES and NERIC. 7. Prepares original documents for signature by the Assistant Superintendent. 8. Maintains and prepares various departmental and state reports using statistical and narrative information. 9. Maintains the Assistant Superintendent’s calendar, screens and greets visitors. 10. Monitors and tracks status of various organizational, division, and regional activities and events. 11. Performs departmental organization of files, correspondence and other documents. 12. Proofreads outgoing correspondence. 13. Prepares contractual divisional materials for board approval. 14. Receives, sorts, and delivers mail received for the office. 15. Performs other related duties, as required. 16. Thorough knowledge of administrative practices. 17. Thorough knowledge of office practices and procedures. 18. Thorough knowledge of word processing and spreadsheet software. 19. Thorough knowledge of the principles of business English. 20. Good knowledge of the organization, functions, laws, policies and regulations of the office of the Assistant Superintendent and BOCES. 21. Good knowledge of school district operations and key contacts. 22. Ability to handle routine administrative details independently, including the composition of letters, memoranda, and statistical reports. 23. Ability to analyze and summarize information in both narrative and numerical form. 24. Ability to design and maintain filing systems. 25. Ability to understand and interpret written material. 26. Ability to express oneself clearly and concisely, both orally and in writing. 27. Ability to establish and maintain cooperative relations with the public, governmental/private agencies, and component school district administration, and personnel. 28. Physical condition commensurate with the demands of the position.

Job Qualifications

• 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

• 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 Secretary II.

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

Candidates will not have to take an exam for this title . This is a NY HELP (Hiring Emergency Limited Placement) Program designated title. NY HELP is a temporary program designed to help local government employers address current staffing issues. Traditionally, the titles filled under the NY HELP Program required job candidates to compete in a competitive exam to be considered for employment. For the duration of the program, this title will be classified as non-competitive and categorized as a HELP Program position. At the close of the program, this position will revert to competitive class status. Employees occupying positions filled through the HELP Program will be granted competitive class status without the need to participate in a competitive exam.

Civil Service Title: Confidential Assistant to the Assistant Superinten

Job Number: 2027-21