Executive Assistant to the Asst. Superintendent for Finance & Management Services

Orange-Ulster Boces - Goshen, NY

Full-time

Goshen, NY

Educational Services

About the position

Orange-Ulster BOCES is seeking an individual who possesses the ability to perform tasks of a highly responsible and confidential nature, as well as, diversified administrative functions for the Assistant Superintendent for Finance and Management Services. The individual appointed to this position will be responsible for the supervision of subordinate clerical staff and the functional operations of the assigned administrative office which may include personnel and civil service administration, budgeting, and purchasing functions. This position, by virtue of the diversity of activity, is subject to a high degree of exposure to confidential material, supervisory responsibilities and frequency of high level internal and external contacts. The successful candidate will manage the administrative office of the department, coordinating and overseeing operations and supervising subordinate staff. This includes coordinating and overseeing a complex schedule of activities, meetings, and appointments for the department head, as well as organizing county-wide and other meetings. The individual will evaluate and respond to concerns from administrators, employees, the State Education Department, school districts, and others, forwarding inquiries as appropriate. Additionally, the role involves processing, maintaining, and filing confidential materials such as personnel records, teacher/administration contracts, negotiation data, budget, purchasing, financials, litigations, FOIL requests, legal documents, and payroll information. The position requires proficiency in using computer applications such as spreadsheets, word processing, calendar, and email to perform work activities. The individual will develop and maintain an organized system of administrative records and reports, handle incoming mail including faxes and emails, and distribute them to the appropriate person or organizational unit while maintaining confidentiality. Furthermore, the candidate will collect and process data relative to various statistical, financial, and other reports as required. The role may also involve supervising, directing, and evaluating the work of subordinate employees and instructing new employees in the specialized work of the department, BOCES, and its component school districts. Additionally, the individual may administer programs of the assigned department, including the scheduling of events, programs, and activities.

Responsibilities

• Manage the administrative office of the department, coordinating and overseeing operations and supervising subordinate staff.
• Coordinate and oversee a complex schedule of activities, meetings, and appointments for the department head.
• Organize county-wide and other meetings.
• Evaluate and respond to concerns from administrators, employees, State Education Department, school districts, and others, forwarding inquiries as appropriate.
• Process, maintain, and file confidential materials including personnel records, contracts, negotiation data, budget, purchasing, financials, litigations, FOIL requests, legal documents, and payroll information.
• Use computer applications such as spreadsheets, word processing, calendar, and email in performing work activities.
• Develop and maintain an organized system of administrative records and reports.
• Handle incoming mail, including faxes and emails, and distribute to appropriate person or organizational unit while maintaining confidentiality.
• Collect and process data relative to various statistical, financial, and other reports as required.
• Supervise, direct, and evaluate the work of subordinate employees and instruct new employees in the specialized work of the department, BOCES, and its component school districts.
• Administer programs of the assigned department, including scheduling of events, programs, and activities.

Requirements

• Graduation from a regionally accredited or New York State registered college or university with a Bachelor's Degree and one (1) year of experience in an executive secretary or administrative assistant capacity.
• Completion of sixty credits at a regionally accredited or New York State registered college or university and three (3) years of experience as defined above.
• Graduation from high school or possession of a high school equivalency diploma and five (5) years of experience as defined above.