WPLN0382043-0000
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2026-07-20T23:59:00
GENERAL STATEMENT OF DUTIES: Performs secretarial work and provides staff support to the department head or other high level administrator; does related work as required. DISTINGUISHING FEATURES OF THE CLASS: Under general supervision, an incumbent of this position performs executive secretarial and word processing services, relieving administrator or manager of administrative details, often involving and requiring the confidentiality of information, records and files. This level is distinguished from Office Assistant II in that incumbents work as an administrative secretary managing an office, while at the same time specializing in various tasks and relating to a managerial level administrator. This class exercises independent judgment, based on expertise in word processing applications and of departmental operations, to determine priority of work, channel work to appropriate staff members, monitor progress of work, meet deadlines, and to accomplish work with a minimum of supervision. This class is a high executive secretarial level position and is associated with the highest degree of skill, judgment, initiative, and effectiveness. Supervision may be exercised over other office assistant or clerical staff at a lower level. Does related work as required. EXAMPLES OF WORK: (ILLUSTRATIVE ONLY) Relieves the administrator or manager of details which do not require their personal attention by the use of discretion when dealing with confidential information, tact and a comprehensive knowledge of department procedures and policies; Identifies work lending itself to word processing or personal computer software applications and analyzes methods and procedures to best utilize equipment and software potential including the use of standardized forms and media-stored documents to streamline work flow; Prioritizes work and follows up with appropriate staff to ensure satisfactory and timely completion; Composes and formats important and confidential correspondence, reports, brochures, spreadsheets, charts, contracts, etc. on word processing or personal computer equipment using various software applications; Arranges appointments, schedules meetings, makes travel arrangements, and prepares materials for them; Receives and handles inquiries, complaints and requests concerning departmental operations; Processes departmental forms and prepares them for approval; Complies or researches data and prepares reports, both manually and by use of automated information systems; Enters and retrieves information into an automated system using various or specialized software applications; maintains and archives data; and generated needed reports from the database; Performs internal administrative tasks such as maintaining time and leave records, processing personnel and payroll records and forms, preparing departmental budget, requisitioning equipment and supplies, monitoring expenditures against budgeted accounts; Plans, assigns and ensures completion of the work of clerical employees; Maintains mailing lists and prepares large mailings; Answers telephone, responds to requests for information, and directs inquiries to appropriate staff member; Opens and screens mail, and answers it independently or routes it with background material as necessary; Handles other correspondence independently as delegated, or from brief direction; Performs a variety of complex typing and clerical tasks; Maintains a detailed inventory of all hardware and software owned, leased or licensed by the school district; Maintains departmental files, records, mailing lists and other source documents in accordance with departmental procedures. REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND ATTRIBUTES: Thorough knowledge of English, spelling, grammar and punctuation; good knowledge of modern office practices and procedures and the use of automated office support services and equipment including word processing and personal computers; good knowledge of office record keeping practices; good knowledge of the capability of word processing and personal computer equipment to produce various formats such as correspondence, reports, tables, charts, and to file and retrieve information; ability to produce printed copy which is neat, accurate and conforms with standard English usage; ability to communicate effectively both orally and in writing; ability to understand and carry out complex oral and written directions; ability to deal effectively with others; accuracy; resourcefulness; initiative; neat personal appearance; ability to perform in a reasonable manner the essential function of the position. MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE: Possession of a high school or equivalency diploma and either: (A) Four (4) years of secretarial experience involving the use of word processing; or (B) Graduation from an approved secretarial school or business school and three (3) years experience as stated in (A); or (C) Satisfactory completion of 30 credits* may be substituted for each year of the above stated experience to a maximum of two (2) years. NOTE: Data entry experience may not be substituted for the above required word processing experience. 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.
Clerical/Support Staff
White Plains Public Schools
Lower Hudson Valley
Contract