DISTINGUISHING FEATURES OF THE CLASS:  This is varied and difficult secretarial and/or office clerical work requiring a good general understanding of office procedures and policies. Specific duties vary with the needs of the district, department or division. Ability to type, and familiarity with computer applications for word-processing and data organization is essential. Work involves the processing of all or part of the paperwork flow of an office or unit of an office which involves judgment in scheduling and prioritizing work, which calls for the exercise of independent judgment in the application of prescribed procedures and methods. Depending upon the nature of the assignment, the work may be done under immediate or general supervision. Supervision may be exercised over the work of one or more clerical assistants. Performs related work as required.

TYPICAL WORK ACTIVITIES:  (Illustrative only)

• Operates a computer or other word processing related equipment to produce routine correspondence, reports, spreadsheets, databases, charts and other work documents;
• Receives telephone calls, and may answer moderately difficult questions or refer to an appropriate person;
• Makes appointments and schedules for school officials, and establishes priorities for submission to administrator(s);
• Receives and directs visitors to the office;
• Provides information about school or program activities and established practices and processes;
• Receives, distributes, and files correspondence received by the school district;
• Collects, compiles, records and files a variety of records, reports, statistics and other related information;
• Compiles informational and statistical reports;
• Checks records, reports etc. for clerical accuracy, completeness, and appropriate format;
• Maintains alphabetic, numeric and/or chronological files of correspondence, documents and materials as appropriate;
• Composes and types routine correspondence on matters where policies and procedures are well defined;
• Operates a variety of business office machines such as computers, copying machines, calculators, scanners, etc.;
• May instruct new employees in the routine and specialized work of the office;
• May assign, review and record work done by new or subordinate employees;
• May contact parents regarding schedules, meetings, student absences and/or tardiness, or other matters;
• May collect fees and accounts for monies received;
• Performs a variety of related activities as required.

Typical Work Activities are intended only as illustrations of possible types of work that might be appropriately assigned to an incumbent of this title. Work activities that do not appear above are not excluded as appropriate work assignments, as long as they can be reasonably understood to be within the logical limits of the job.

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:   Good knowledge of office practices, procedures, terminology and equipment; good knowledge of business arithmetic and English; good knowledge of the policies and regulations relating to the assigned agency;  ability to operate an alphanumeric keyboard at an acceptable rate of speed;  ability to use computer applications such as spreadsheets, word processing, calendar, e-mail and database software; ability to set up appropriate forms, charts and other tabular listings;  ability to prepare correspondence, reports and other materials from general instructions; ability to understand and carry out moderately complex oral and written directions; ability to function independently in relatively unstructured situations; ability to communicate effectively, both orally and in writing; ability to establish and maintain effective working relationships;  accuracy; resourcefulness; initiative; good judgment; tact; courtesy; neat appearance.

MINIMUM QUALIFICATIONS: 

Graduation from high school or possession of a comparable diploma and two (2) years of clerical experience which must have involved the use of computer applications to enter data, maintain records or prepare reports and documents

SUBSTITUTION NOTE: Post-secondary level education may be substituted for the required experience indicated above on the basis of thirty (30) college credits per year of experience.

PLEASE NOTE: Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education.

SPECIAL REQUIREMENT:  Depending on assignment, an incumbent of this class may be required to obtain and maintain appointment as a New York State Notary Public.

SPECIAL REQUIREMENT FOR APPOINTMENT IN SCHOOL DISTRICTS:

In accordance with the Safe Schools Against Violence in Education (SAVE) legislation, Chapter 180 of the Laws of 2000, and by the Regulations of the Commissioner of Education, candidates for appointment in school districts must obtain clearance for employment from the State Education Department prior to employment based upon a fingerprint and criminal history background check.

7/99; 11/00; 11/04; 5/06; 2/07; 4/09; 4/21

Competitive Class

School Specs