Office Assistant II

Start Date: As soon as practicable

Minimum Qualifications: Graduation from high school or possession of a high school equivalency diploma and two (2) years of clerical experience. Basic knowledge of G suite, Microsoft Office and account management preferred.

Job Description: The work involves responsibility for more advanced clerical and office support work, including entering and reviewing data, processing and auditing transactions, customer communication, and maintaining and creating records in a variety of organizational settings to meet the requirements of agency programs. Work is performed under general supervision. Requires substantive knowledge of the program and/or of the program's governing laws, rules, or regulations. May perform any of the duties of Office Assistant I. Does related work as required.

Typical work activities:

• Uses modern office equipment, software and techniques to assist with the routine operations of the department
• Designs clerical processing procedures
• Gathers, compiles, and prepares data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications
• Responds to questions concerning the operation of the unit or program area
• Responds to customers via phone, in-person dialogue, email or other communication mediums
• Review forms and applications and make appropriate determinations. May perform 2nd review of subordinate’s work
• Coordinate arrangements for meetings, courses, and other gatherings, arrange for rooms, take attendance, and ensure that appropriate materials and equipment are available
• Plans work and determine how it will be performed
• Assigns work to staff and assure necessary coverage for assignments and office
• Provides subordinates with specific instructions concerning the preparation of documents, processing of materials, and maintenance of records
• Provides subordinates with standard formats for the preparation of documents and reports using available software packages
• Provides training in the use of work equipment, and office and agency procedures
• Evaluates the quality, quantity, and timeliness of work
• Does related work as required.

Selected candidates will be contacted for interviews.

SECRETARY II

Secretary to the Assistant Superintendent for Business

NY HELPS Eligible

Job Description: The person in this position works directly for the Assistant Superintendent for Business. The person is responsible for independent performance and for providing assistance to the Assistant Superintendent for Business of administrative details. The work calls for independent decision-making and the use of good judgement. Contact with internal and external customers and key stakeholders is frequent and requires tact, resourcefulness and a consumer-oriented approach. 

Full Performance Knowledge, Skills, Abilities and Personal Characteristics:

• Thorough knowledge of modern office terminology, procedures, equipment and business English;
• Thorough knowledge of the principles and techniques of office management and clerical processing;
• Ability to handle administrative details independently, including the composition of letters and memoranda;
• Ability to analyze and summarize information in both narrative and numerical form;
• Ability to design and maintain filing systems;
• Ability to maintain program accounts and budgetary data; Ability to operate a personal computer and utilize common office software programs including word processing, spreadsheets and databases at an acceptable rate of accuracy and speed;
• Ability to supervise and direct the work of others;
•  Ability to prepare and maintain complex records;
•  Ability to communicate effectively both orally and in writing;
• Ability to establish and maintain effective working relationships with others

Minimum Job Requirements: A. 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 or closely related field and two (2) years of clerical experience which involved the operation of a computer for word-processing, database or spreadsheet applications; OR, B. Graduation from high school or possession of a high school equivalency diploma and four (4) years of experience as defined in (a).