BRLN0349065-0000
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2025-06-20T00:00:00
DISTINGUISHING CHARACTERISTICSThe Executive Secretary to the School Business Official (“SBO”) provides a wide variety of complex administrative support duties for the Business and District Office, which frequently require discretion in the interpretation and application of program policies, requirements, and processes; and exercising judgment in relation to non-routine confidential matters. The Executive Secretary to the SBO assists with preparation for collective negotiations, union contract administration, grievance administration, disciplinary actions, and other confidential labor relations and employment matters.The Executive Secretary to the SBO further:Processes accounts payable and receivable; enters information into financial systems; monitors and tracks financial processes and payments; processes purchase orders and requisitions; assigns appropriate codes to transactions; and may assist with budget preparation and monitoring. Processes department or program contracts and monitors compliance for contract provisions; tracks contract timelines and submittals. Serves as the back up to the Management Confidential role of Human Resources Specialist, including processing personnel actions and payroll information. Coordinates, compiles and reports to the SBO, confidential data and information to be used as part of collective bargaining across all bargaining units, including but not limited to compiling confidential personnel data for the purposes of developing proposals and counter proposals. Oversees and classifies a variety of receipts and expenditures, and distributes items according to prescribed procedures;Reviews and checks account keeping records and reports for arithmetical and clerical accuracy, completeness and proper extension;Supervises the verifying and reconciling of individual account balances;Complies payroll data, including for collective bargaining purposes, and prepares and checks payroll;Complies and prepares labor, material and operational cost records and reports;Complies data for, and prepares and analyzes complex financial and statistical records and reports, including for collective bargaining purposes;Assists in the preparation of unit or departmental budget and in maintaining budget control;Prepares bills, records remittances after computing interest and penalties; Provides information in response to telephone or personal requests; andDoes related duties as may be assigned. These duties include oversight, management, and manipulation of confidential student/staff data and records.The Executive Secretary to the SBO must exhibit utmost professionalism in the performance of duties, including customer service interactions and requests for information from taxpayers, community partners, and vendors as well as colleagues across departments and areas of responsibility.The Executive Secretary to the SBO focuses on providing a broad level and varied paraprofessional, technical, and administrative support for the Business and District Office, usually through direct assistance to a professional, supervisor, or manager.SUPERVISION RECEIVED AND EXERCISEDReceives supervision from and reports directly to the SBO. May assign work to temporary employees and clerical staff.QUALIFICATIONSKnowledge of:A variety of office methods, practices and procedures.Standard bookkeeping practices, including applying public purchasing regulations and policies and financial record keeping processes.Business math and office-related mathematical formulas and processes.Effective customer service standards.Business English, grammar, spelling and usage, and punctuation; strong editing and proofreading skills.General program or operation practices and principles, including applicable policies, processes, and procedures.Word processing, spreadsheet programs or other application software.Effective phone practices and protocols.Ability to:Perform complex tabulations and computations, and monitor a variety of financial processes.Use independent judgment in making decisions and handle confidential information with tact and discretion.Establish and maintain complex manual and computerized filing and record-keeping systems.Gather and evaluate a variety of data to develop and prepare effective reports.Build effective working relationships with coworkers, other departments and agencies.Provide effective compliance support and direction if required; coach others.Develop and maintain complex and varied filing systems.EXPERIENCE AND TRAINING Seven or more years of increasingly responsible and skilled experience in providing clerical and administrative support duties. Specific knowledge of records management, financial operations, data warehousing, and educational software desirable.High school diploma or G.E.D. equivalent. Post-secondary course work in office assistant or administrative assistant areas desirable. Experience in basic bookkeeping and advanced Excel may be required for specific tasks.WORKING CONDITIONSWork is done generally in an office environment. May be required to sit, keyboard, write, hear and speak for extended periods. May be required to stand frequently for extended periods. Work includes operating a variety of office equipment. Work activities include bending, stooping, and kneeling. May be required to lift up to 25 pounds.
Clerical/Support Staff
Berlin Central School District
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