WPLV0348123-0000
2025-07-07T00:00:00
2025-06-20T00:00:00
The White Plains City School District has a tentative opening for an Administrative Assistant to the Assistant Superintendent for Business & Operations to support the work of the office, effective on or about July 7, 2025.OPENING & CURRENT LOCATIONAdministrative Assistant to the Assistant Superintendent for Business & Operations, District-Wide Position. 12-Month, requiring accessibility at any given time outside of normal work hours.GENERAL STATEMENT:The Administrative Assistant will be required to exercise extreme confidentiality, work independently and be able to make decisions in order for the office to operate effectively without direction. See attached detailed job specification. Candidate must meet Civil Service requirements for appointment. Those holding permanent status in a Administrative Position title are welcome to apply for transfer consideration.The Assistant Superintendent for Business & Operations is responsible for the following: Supervises: Accounting, Auditing, Payroll, Billing, Purchasing, Asset Management, Records Management, Risk Management, Food Service, Facilities, Safety & Security, Transportation, Technology, Capital Projects, and such staff members as the Superintendent may designate to assist the Superintendent with tasks necessary for the efficient operation of the District. Primary Function: To assist the Superintendent substantially and effectively in all financial and operational matters in order to provide leadership in developing, achieving and maintaining the best possible educational programs and services for the District and its taxpayers. Responsibilities of Assistant Superintendent for Business & Operations:Business office supervision, Lead negotiator in collective bargaining, Financial reporting and its related communications, Long-range strategic planning, Auditing: external, internal & claims, Provide leadership and guidance to administrators, Chair of Finance & Audit Committee, Real estate management, Purchasing including all bidding requirements and Requests for Proposals, Risk management, Facilities Department, Debt service management, Transportation Department, Human resource department support, Safety & Security Department, Operational statistics and data, Food Service Department, Reports resolutions, agenda items, and various analyzes for the Board of Education, Technology Department, Act on behalf of the Superintendent in their absence, Facilities Planning & Construction, Budget development and implementation, All required state reporting, Grant management, Records Management, Asset Management. Requirements for Administrative Assistant Position: As a result of these varied responsibilities, it is critical that the Assistant Superintendent have an assistant that is accessible after normal business hours, given the nature of the position, and is able to exercise extreme confidentiality, work independently and be able to make decisions in order for the office to operate without the Assistant Superintendent for Business being there to provide direction. In addition, the position requires the following acceptable experience in training to qualify for the position: MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE: Possession of a high school or equivalency diploma and either:(A) An associate degree* and three (3) years of office management or administrative experience using office automated equipment, two (2) of which must have been in a school or other educational or institute of learning; or (B) Satisfactory completion of a minimum of 60 credits at a recognized college or university* and three (3) years of office management or administrative experience using office automated equipment, two (2) of which must have been in a school or other educational or institute of learning; or (C) A satisfactory equivalent combination of the foregoing training and experience within the limits of A and B above. Satisfactory completion of 30 additional credits (over the required 60 credits) may be substituted for each year of the above stated experience.Many of the responsibilities that would be assigned to this position are administrative in nature and would alleviate some of the Assistant Superintendent’s work load; such as composing and writing various letters, resolving communication problems between administrators, assisting in the area of risk management, interpreting legal agreements and contracts, preparing materials needed for various meetings, preparation of statistical information, assistant with materials for negotiations, budget development, exemplar power points, liaison with legal counsel and insurance carriers to coordinate and track liability claims, manage tax certiorari claims and payments, liaison with all operational departments. Without this position, it would be incumbent upon the Assistant Superintendent to continue to perform many of these functions, thereby, reducing the Assistant Superintendent’s effective ability to complete her primary responsibilities.The work will include but is not limited to the following: This position requires the utmost level of confidentiality and professionalism, failure to do so will result in disciplinary action. This position requires excellent communication skills: Writing:The person must be able to compose business letters or memos using proper and professional grammar and spelling.Keyboarding expertise.Proof all letters written by the administrator or staff and make appropriate corrections.Be able to compose a letter or memo with little direction from the administrator. The person must be able to assess and understand various situations and be able to determine the appropriate communication to be made in order to accomplish the desired results.Transcribe minutes of meetings. Oral:Be able to communicate professionally and grammatically with various employees, administrators, Superintendent, Members of the Board of Education, etc. At all times, able to maintain a professional and calm approach.Able to resolve communication problems with administrators.Manage and sort all incoming mail, both hardcopy and e-mail:Be able to read, understand and then prioritize based on information presented.Direct incoming mail to the appropriate staff person who will be responsible for completing and responding to requests. Be able to exercise their judgment to appropriately respond to correspondence that is received and put into motion the appropriate action needed without having to first consult with the Assistant Superintendent.Computer Skills:The position requires expertise in Word, Excel, PowerPoint, OneNote & Adobe Acrobat.Only properly typed documents in business format will be accepted.Use of excel for spreadsheets for data analysis will be required.Preparation or assistance with PowerPoint presentations will be required.Use of e-mail system.Ability to scan documents and make them searchable.Computerized calendar and contacts.Phone messages maintained on computer.Be able to learn and use the following types of software:BoardDocs/Board AgendasFinancial/PersonnelTimepiece/payrollAESOP/AttendanceStudent Management SoftwareWebsiteParent SquareVarious other software, as requiredIn all cases software is used to create documents, enter data, create reports, etc. Be able to work independently on all tasks and require little direction. Be able to complete complex tasks accurately by either written or oral instructions. Be able to run the office and make decisions without the Assistant Superintendent.Responsible for maintaining and entering into the District’s data base all Business Office staff attendance for payroll and requests including vacation, personal and sick time. Management of Contracts District-Wide: Maintain a list of all contracts with expiration dates, insurance certificates, performance bonds, etc. to ensure all contracts are current.Prepare appropriate Board resolutions.Collect required signatures and process. Board Policies:Research current policies.Research NYSBA updates.Format revised or new policies for committee work.Working with District Clerk. Assist with Employee negotiations:This requires extreme confidentiality since the Assistant Superintendent is the lead negotiator for the District.Coordination of all meetings with legal counsel and union representatives.Preparation of statistical analysis of employee contracts through personnel software.Involved with preparation of District proposals and status of proposals to report to the Board of Education. Assist with Budget Development:Coordination of meetings.Preparation of Budget materials for Board and Administration.Preparation of various excel worksheets.Preparation of reports through financial software.Interpretation and analysis of various data for presentation of budget information to Board and Administration.Preparation of power points. State Reports:Ability to gather information from various departments for completing the necessary State filings.The ability to interpret the information for accuracy in accordance with directions provided by the State.File information electronically. Use District’s purchase order system to encumber all business office applicable items, deb service, contractual services, supplies, etc.Tax Certiorari Claims:Receive petitions.Communicate with legal counsel.Track proposals and settlements.Submit for Board of Education approval.Generate requisitions.Receive consent judgements.Forward payments.
Clerical/Support Staff
White Plains Public Schools
Lower Hudson Valley
Range