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Job description
Secretary to the Assistant Superintendent for Finance Job DescriptionPrimary Responsibility: Performs a wide variety of clerical and technical functions in the office of the Assistant Superintendent for Finance. Work requires exemplary organizational skills, personal skills, knowledge of district policy and procedures and requires judgment and initiative in order to effectively handle a wide variety of situations which arise daily.Accident Reports: Create new claims and maintains files and follow-up for both student accidents, as well as employee accident (workers compensation claims); tracks (spreadsheet management to provide charts for Health and Safety meetings) Initiates and tracks claims for Student Accident Insurance.Data Processing: Performs clerical and secretarial duties under the supervision of the Assistant Superintendent in the areas of budget, non-teaching personnel and related activities obtains, processes and uploads annual reporting data for the NYS Dept. of Labor, the NYS Civil Service Commission and the School District Income Verification (SDIV) Report.Free and Reduced Lunch Program: Co-coordinates with Food Service Office Clerk application distribution, collection, verification, approval letters and database input, including building roster maintenance and distribution and district reporting to state agencies; year-to-year comparisons.Personnel: Assists with preparation of correspondence and documents relating to clerical, maintenance, cafeteria, discipline, negotiations, grievances, arbitrations, and contract matters assists with preparation of documentation pertaining to hiring/terminating including appointment letters, midpoint appraisals, resignations, organization/staff charts coordinates documentation for civil service; distributes monthly test notification maintains files and databases for clerical, maintenance, and cafeteria staff assists staff 1:1 with Civil Service Application for positions in maintenance, operations, food service, and security assists staff 1:1 with NYS Security Guard Licensing process as it pertains to NYS Law.Office Management: Correspondence scans all incoming mail, handles responses and/or distributes to appropriate personnel phone calls screens/handles as many questions as possible so as to limit the number of calls in to the Assistant Superintendent calendar management reviews, approves and invoices all district-wide facility use requests; reviews all Certificate of Insurance documents and group requests for final approval, as related to facility use. Prepares purchase orders for miscellaneous purchases maintains office files, including record storage and retrieval designs and re-designs office forms used to administer building use, accident reports, personnel/sick leave requests, phone log, petty cash, etc.Purchasing: Coordinates district bid process (advertising, bid packet distribution, bid opening coordinator) coordinates bids for furniture and other instructional equipment (database management, reports, purchase orders) coordinates district data collection for cooperative bids (copy paper, janitorial supplies) represents Assistant Superintendent for Finance at Purchasing Agent meetings inputs on-line orders to various vendors for district; coordinates catalogue/update distribution.Additional Duties: Reviews and responds to all FOIL requests. Collects data and submits information to requestor. Assists with temporary coverage, as needed, for Purchasing Clerk, Accounts Payable Clerk, Benefits Clerk, and Secretary to the Assistant Superintendent for Human Resources during unexpected absences or position vacancies. Organizes and leads individual and large group training sessions for new Administrative and Clerical staff, as well as existing staff, on items related to their primary role (ie. WinCap, Facility Use Program, etc.) Serves as a point-person/Office Coordinator for District Office staff, as well as district-wide staff, to contact when any general office issues, concerns or questions arise and troubleshoot accordingly (done on a daily basis).
Worksite address
rochester, NY, 14618, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.