Substitute Coordination Service Clerk (NY HELPS)

LOCATION: Management Services - 900 Watervliet Shaker

BASIC FUNCTION: Performs a variety of routine clerical procedures to support the Substitute Coordination Service of a BOCES. Employees in this class are trained to do specific duties to fulfill the needs of the school districts that participate in the Substitute Coordination Service. The work is performed under direct supervision during training. Employees receive detailed instructions and close supervision at the beginning of their employment and subsequent to new assignments. The Substitute Coordination Services Clerk (BOCES) position may be an entry-level position for advancement to higher level and specialized functional responsibilities within an operating agency. Does related work as required.

RESPONSIBILITIES:

• Sort, indexes files documents such as substitute files, assignment histories, identifying records and invoices alphabetically, numerically, chronologically and by other predetermined categories.

• Operates a computer to enter or retrieve data and /or historical information from computerized substitute coordination system.

• Makes routine clerical checks in processing the mail, vendor bills, substitute employee tax forms, demographic information updates, police reports, and attendance reports.

• Maintains alphabetic, numeric and chronological files of documents and materials by coding and filing new material, searching for requested material and periodically purging obsolete material in substitute coordination employee systems.

• Operates a variety of office equipment including a computer, copier machine, mailers, check signers, posting machine or switchboard as an incidental part of the clerical work performed.

• Communicates with school districts via telephone and email to receive and record complaints and inquiries regarding the substitute coordination service, which are directed to the proper authority for necessary action.

• May maintain records on assignments worked, pay rates, and makes routine entries on various substitute coordination service records.

• Logs in mail and information necessary for the proper conduct of the substitute coordination service as well as to form a basis for activity reports.

• Working knowledge of business arithmetic and English.

• Working knowledge of office terminology, procedures and equipment.

• Ability to operate a computer to enter, store and retrieve information and data.

• Ability to understand and follow oral and written instructions.

• Ability to get along well with others.

• Ability to write legibly.

• Clerical aptitude.

• Physical condition commensurate with the demands of the position.

Job Qualifications

• Graduation from high school or possession of a high school equivalency diploma.

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 HELPS (Hiring Emergency Limited Placement Statewide) Program designated title. NY HELPS is a temporary program designed to help local government employers address current staffing issues. Traditionally, the titles filled under the NY HELPS 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 HELPS Program position. At the close of the program, this position will revert to competitive class status. Employees occupying positions filled through the HELPS Program will be granted competitive class status without the need to participate in a competitive exam.

Civil Service Title: Substitute Coordination Service Clerk

Job Number: 2027-127