Administrative Secretary, CPI Support - RB #24-128 Job at Buffalo Public Schools

Title:Administrative Secretary, CPI Support - RB #24-128

ID:9351

Department:Other

Location:City Hall

Division:Civil Service

Type:Support Staff

Description

BOARD OF EDUCATION DEPARTMENT OF HUMAN RESOURCES ROOM 720 CITY HALL BUFFALO, NEW YORK 14202

RECRUITMENT BULLETIN #24-128 October 25, 2024

BUFFALO BOARD OF EDUCATION VACANCY Civil Service Residency Requirements will apply

(The City of Buffalo Civil Service does not require residency within the City of Buffalo for Native Americans. The City of Buffalo Civil Service does require tribal enrollment or community recognition as a Native American)

POSITION: Administrative Secretary Provisional SALARY: $51,418 - $60,782 LOCATION: Crisis Prevention & Intervention Supports, 808 City Hall, Buffalo, NY 14202 APPLICATION: Applications successfully received will generate a confirmation email to the account listed on the application. If you do not receive a confirmation email, we cannot guarantee that your application was received. You must submit an application until you receive a confirmation email. DISTINGUISHING FEATURES OF THE CLASS The Administrative Secretary performs a wide variety of complex responsible clerical, secretarial and administrative tasks and activities while functioning as an office assistant to an administrator, program manager, technical specialist or office supervisor. This class is distinguished by the fact that responsibility involves independently performing complex clerical operations, relieving a supervisor of administrative detail, arranging conferences and relieving supervisor of contacts which should properly be made with subordinate officials. Independent judgment is frequently necessary in giving out information regarding departmental policies and practices and in planning the routine of an office. Correspondence duties are distinguished by the fact that most letters and releases are of a routine, recurring nature, are self-composed with correspondence being reviewed only when new problems arise. Incumbents, who have ready access to records, must be discreet in divulging information, as some of it may be confidential or controversial. Work is performed under general supervision, however, incumbents are supervised by an administrator who assigns tasks, provides detailed instructions only where policies have not been determined, observes performance and only unusually important or complicated assignments are checked in detail upon completion. General supervision is exercised over a clerical staff. TYPICAL WORK ACTIVITIES

+ Reproduces and types dictation from various sources of a difficult and sometimes confidential nature i.e. minutes and proceedings of meetings, hearings and conferences;

+ Drafts and types letters, reports and memoranda for supervisor's approval;

+ Types correspondence, reports, documents, records and materials from equipment with alpha-numeric keyboard, i.e., typewriters, electronic word processing equipment, CRT terminals, personal computers, data terminals and printers;

+ Relieves supervisor of administrative details;

+ -receives calls and callers, determines their needs or the reason for the visit or call and transmits factual information to them;

+ -schedules appointments and arranges conferences or meetings as requested;

+ -answers requests for administrative information;

+ Sets-up and maintains confidential and regular correspondence;

+ Reads and summarizes reports to facilitate review by and conserve time of the supervisor;

+ -prepares office reports as directed;

+ -tabulates data from numerous reports;

+ Organizes and prepares work materials for meetings and conferences, i.e., agendas, reports, resolutions, etc.;

+ Transcribes, from various sources, minutes and proceedings of meetings, hearings and conferences;

+ Assigns specific and standing tasks, reviews all typed correspondence and reports for accuracy and proper grammatical usage;

+ -insures proper processing and filing of documents by observing activities and instructing subordinates in the procedures to be followed;

+ Operates a personal computer involving the use of application programs and the input and retrieval of data;

+ May supervise one or more employees in the typing of correspondence and reports;

+ Performs related duties as required.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

+ Thorough knowledge of office terminology, methods and procedures and equipment;

+ Good knowledge of proper grammatical usage, punctuation and spelling;

+ Good knowledge of the agency's procedures, formats and guidelines concerned with receipt, processing and distribution of correspondence and memoranda;

+ Working knowledge of the vocabulary and terms commonly used in a particular organization;

+ Working knowledge of the procedures used in carrying out various clerical tasks;

+ Ability to type at the rate of 35 words per minute;

+ Ability to operate data processing equipment, including personal computers, in the use of application programs and the input/retrieval of data;

+ Ability to plan and supervise the work of others;

+ Ability to understand and carry out complex oral and written directions;

+ Tact; Courtesy; Neat appearance; Sound Judgment;

+ Physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS Promotional Continuous and permanent status in any city department as a Legal Secretary, Legal Stenographer, Principal Clerk, School Clerk, Senior Account Clerk, Senior Account Clerk-Stenographer, Senior Account Clerk-Typist, Senior Clerk, Senior Stenographer, Senior Typist for one year. In addition, all applicants must have completed a course in typing or keyboarding, which must be listed on application. Applicants that have previously qualified on a qualifying typing/keyboarding test at 35 wpm administered by the City of Buffalo Civil Service, for examination purposes, will not be required to participate in another typing/keyboarding test. Note: Candidates will only be allowed to participate in an exam and be approved or certified for appointment to departments where the rate of pay for Administrative Secretary is at a higher rate of pay than their current position, even if their title is listed above. Open Competitive

+ Associates Degree from an accredited college, business or technical institute in the Secretarial Science curriculum, including or supplements by a course in typing/keyboarding (course must be listed on application) and one year of full time responsible clerical experience at a supervisory level, including the operation of an alpha-numeric keyboard;

OR (B) Graduation from High School, GED or Equivalency Diploma, including or supplemented by a course in tying/keyboarding (course must be listed on application) and three years of full time responsible clerical experience at a supervisory level, including the operation of an alpha-numeric keyboard; OR (C) An equivalent combination as defined within the limits of A and B. Applicants that have previously qualified on a qualifying typing/keyboarding test at 35 wpm administered by the City of Buffalo Civil Service, for examination purposes, will not be required to participate in another typing/keyboarding test. NOTE: Verifiable part-time experience will be pro-rated to meet the full time experience requirement. Proof of education must be presented at time of appointment. . FINAL FILING DATE: November 1, 2024 APPROVED: Tami Hollie McGee Chief of Human Resources

The Buffalo Public School District does not discriminate on the basis of an individual's actual or perceived race, color, creed, religion, religious practice, national origin, ethnic group, sex (including sexual harassment and sexual violence), gender identity, sexual orientation (the term "sexual orientation" means heterosexuality, homosexuality, bisexuality, or asexuality ), political affiliation, age, marital status, military status, veteran status, disability, weight, domestic violence victim status, arrest or conviction record, genetic information or any other basis prohibited by New York state and/or federal non-discrimination laws in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups. Inquiries regarding the District's non-discrimination policies should be directed to HRCompliance@buffaloschools.org or to: Tami Hollie McGee, Chief of Human Resources 719 City Hall Buffalo, NY 14202 (716) 816-3579