Webster Central School District - Webster, NY
posted about 1 month ago
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, requiring strong organizational and communication skills, as well as a commitment to confidentiality and professionalism.
Responsibilities
- Serve as the primary point of contact for the ASB, managing schedules, appointments, travel and conference registration, and correspondences including preparation of agendas and materials.
- Coordinate and assist with preparing reports, presentations, and other documents related to financial operations, budgets, and board meetings.
- Maintain financial and administrative records, including vendor contracts, purchasing documents, and other confidential materials.
- Act as a liaison between the finance office and other district departments and external stakeholders.
- Provide general administrative support, including answering phone calls, handling mail, and managing office supplies.
- Manage the school district's procurement process, ensuring compliance with New York State purchasing laws & regulations and district policies.
- Approve purchase orders, obtaining necessary documentation.
- Research and evaluate vendors to ensure cost-effectiveness, quality, and timely delivery of goods and services.
- Collaborate with department heads to identify purchasing needs and align procurement processes with school district objectives.
- Coordinate with vendors for quotes, bids, and proposals, ensuring fair and competitive procurement practices.
- Ensure all purchasing records are maintained in compliance with audit and regulatory requirements.
- Serve as backup to the District Clerk, assisting with duties related to school board governance.
- Support the preparation of board meeting agendas, minutes, and official records.
- Attend board meetings as needed in the absence of the District Clerk, ensuring accurate documentation of proceedings and decisions.
- Assist in maintaining official district records, including policies, resolutions, contracts, and other legally required documents.
- Help manage public notifications, legal notices, and official communications in compliance with New York State Education Department (NYSED) requirements.
- Provide administrative assistance for district elections, budget votes, and other official district events, including coordinating logistics and ensuring compliance with election laws.
Requirements
- Associate's or Bachelor's degree in business administration, accounting, supply chain management, or a related field preferred.
- Must be on current Monroe County Civil Service Clerk II Eligibility List or currently hold the Monroe County Civil Service 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 (Word, Excel, PowerPoint) and Google Applications (Google Docs, Sheets, Slides, Calendar, Drive).
- Strong organizational and multitasking abilities, with attention to detail.
- Excellent communication skills, both written and verbal.
- Knowledge of procurement procedures, vendor management, and contract negotiation.
- Ability to handle confidential information with discretion and professionalism.
- Ability to work independently and prioritize tasks effectively in a fast-paced environment.
- Familiarity with New York State public school finance, purchasing, and governance regulations is an advantage.
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
