Administrative Assistant to the Assistant Superintendent for Business

Webster Central School District - Webster, NY

Full-time - Entry Level

Webster, NY

Educational Services

About the position

The Administrative Assistant to the Assistant Superintendent for Business provides high-level administrative support, manages procurement processes, and acts as a backup to the District Clerk. This role is essential for ensuring the smooth operation of the finance office and supporting district governance. The ideal candidate is organized, detail-oriented, and possesses strong communication and multitasking skills.

Responsibilities

• Serve as the primary point of contact for the Assistant Superintendent for Business, managing schedules, appointments, and correspondences.
• Coordinate and assist with preparing reports, presentations, and documents related to financial operations and budgets.
• Maintain financial and administrative records, including vendor contracts and purchasing documents.
• Act as a liaison between the finance office and other district departments and external stakeholders.
• Provide general administrative support, including answering phone calls and managing office supplies.
• Manage the school district's procurement process, ensuring compliance with purchasing laws and district policies.
• Approve purchase orders and obtain necessary documentation.
• Research and evaluate vendors for cost-effectiveness and quality.
• Collaborate with department heads to identify purchasing needs.
• Coordinate with vendors for quotes, bids, and proposals.
• Ensure all purchasing records are maintained in compliance with audit requirements.
• Serve as backup to the District Clerk, assisting with school board governance duties.
• Support the preparation of board meeting agendas and minutes.
• Attend board meetings as needed, ensuring accurate documentation of proceedings.
• Assist in maintaining official district records and managing public notifications.

Requirements

• Associate's or Bachelor's degree in business administration, accounting, supply chain management, or a related field preferred.
• Must be on the current Monroe County Civil Service Clerk II Eligibility List or currently hold the title of Office Clerk II.
• Experience as an administrative assistant, purchasing agent, or business clerk, preferably in a financial, educational, or government setting.
• Proficient in Microsoft Office Suite and Google Applications.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent written and verbal communication skills.
• Knowledge of procurement procedures and vendor management.
• Ability to handle confidential information with discretion.
• Ability to work independently and prioritize tasks effectively.
• Familiarity with New York State public school finance and governance regulations is an advantage.

Nice-to-haves

• Experience in a financial, educational, or government setting.
• Familiarity with New York State public school finance and governance regulations.

Benefits

• New York State Employee Retirement System (NYSERS) Pension
• Longevity payments
• NAOEP Professional Standards Program payments
• Health and Dental Benefits
• HSA with District contributions
• Tuition Reimbursement