WPLN0357369-0000
null
2025-09-19T00:00:00
GENERAL STATEMENT OF DUTIES: Performs confidential executive support to the Assistant Superintendent for Business & Operations, performing related tasks as required.DISTINGUISHING FEATURES OF THE CLASS: Under general supervision of the Assistant Superintendent for Business & Operations, the incumbent performs various confidential executive assistant tasks to relieve the Assistant Superintendent for Business & Operations of administrative details and assist in the efficient operation of the department(s). Work involves performing administrative supports tasks such as assisting in budget and long-range planning preparation and presentations, employee negotiations, risk management, litigation, preparation and research related to the development of Board Resolutions and Board Policies, maintain various databases, maintain website, oversee translation of various materials to Spanish, personnel management, preparation of state reports, performing preliminary research to assist the Assistant Superintendent for Business & Operations in the preparation of reports relevant to department (s) operations, and receiving and handling inquires, complaints and requests related to the office of the Assistant Superintendent for Business & Operations. There is considerable contact with Board Trustees, public, parents, students, public officials, administrators, district personnel, other school districts, and incumbents must exercise independent judgment and discretion in providing effective administrative support. Supervision may be exercised over support staff. Does related work as required. EXAMPLES OF WORK (Illustrative Only) Performs all executive assistant tasks for the Assistant Superintendent for Business & Operations, including preparing confidential correspondence, reports, spreadsheets, board resolutions from legal documents, board policies, legal correspondence, maintains and processes tax certiorari claims, files various state reports, translates various documents, and posts to the website, etc. Manages manual and digital files, handling and routing inquiries, and complaints related to the various department activities, and scheduling appointments and meetings; Transcribes, edits and proofreads confidential correspondence, reports, statistical information and minutes of meetings and prepares meeting agendas using automated systems equipment and various software applications; Makes appointments, arrange conferences and meetings, and maintains the calendar for the Assistant Superintendent for Business & Operations, as well as other managerial staff; Compiles data and summarizes a variety of information for reports, special projects and studies for the Assistant Superintendent for Business & Operations; Assists the Assistant Superintendent for Business & Operations and other managerial staff in the preparation of the School District budget and long-range planning by researching relevant information as assigned, preparation of various presentations, proofreading and transcribing budget documents, preparing various analysis schedules, oversees various budget publications, posting of materials on website and translations, etc. Develops processes and procedures to maintain and efficient and effective work flow; Receives visitors and answers and routes all phone calls to the Assistant Superintendent for Business & Operations and Business Office; Responds to routine inquires independently and refers specific inquires to appropriate staff member; Receives, opens and routes mail for the Business Office; Maintains Assistant Superintendent for Business & Operations confidential and personal files; Reviews and prepares employee time and attendance records for Assistant Superintendent for Business & Operations approval; Prepares informational reports on operations departments activities; Processes records and forms relevant to operations of the Assistant Superintendent for Business & Operations; Manages the office, ensuring adequate equipment, supplies and materials for the business office; Manages security, purging and storage of digital data and files, as well as hard copy records and files for archiving and retrieval purposes; Uses computer applications or other automated systems such as spreadsheets, word processing, calendar, e-mail and database software in performing work assignments; May perform other incidental tasks, as needed. REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND ATTRIBUTES: Thorough knowledge of the responsibilities of an confidential executive assistant; thorough knowledge of the principles and practices of business & operations office administration and terminology, procedures and equipment; ability to handle administrative details independently; ability to compose and edit letters and memoranda; ability to assemble material and communicate effectively both orally and in writing; ability to establish and maintain an effective working relationship with professional staff as well as the general public; ability to read, write, speak, understand and communicate in English sufficiently to perform the essential duties of the position; ability to use computer applications such as spreadsheets, word processing, presentations, e-mail, database and financial software; strong time-management and prioritization skills, ability to understand and carry out complex oral and written directions; initiative; poise; tact; courtesy; sound judgment; high degree of discretion in handling confidential matters; neat personal appearance physical condition commensurate with the requirements of the position. MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE: A Bachelor’s Degree, and three (3) years of work experience where the primary function is performing executive assistant work using automated systems to produce correspondence, spreadsheets and other document formats, two (2) years of which must have been at an executive or managerial level; ORPossession of a high school or equivalency diploma and seven (7) years of work experience where the primary function is performing executive assistant work using automated systems to produce correspondence, spreadsheets and other document formats, three (3) years of which must have been at an executive or managerial level. *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. If your degree was awarded by an educational institution outside the United States and its territories, you must provide independent verification of equivalency. A list of acceptable companies who provide this service can be found on the Internet at http://www.cs.nygovjobseeker/degrees.cfm. You must pay the required evaluation fee. SPECIAL REQUIREMENT: 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 Salary is commensurate with experience.
Clerical/Support Staff
White Plains Public Schools
Lower Hudson Valley
Range