Administrative Assistant - Full-Time, 12 months/yr.

Monroe 2-Orleans BOCES is an educational agency serving nine school districts in the New York State counties of Monroe and Orleans:
Brockport, Churchville-Chili, Gates Chili, Greece, Hilton, Holley, Kendall, Spencerport, and Wheatland-Chili.

Vision: Monroe 2-Orleans BOCES is the educational partner of choice. We strive for continuous improvement in serving
the diverse needs of our community, helping all students achieve their full potential.

BOCES 2 Core Values: Collaboration, Expertise, Innovation, Integrity, Quality, Respect, and Responsiveness.
PAY RANGE: $70,000 - $84,000/Year, Based on Experience
CIVIL SERVICE TITLE(S): Management Assistant (Competitive)

JOB DESCRIPTION: The Management Assistant, under minimum supervision, performs a variety of office management and clerical duties in support of the Assistant Superintendent for Finance and Operations.

TYPICAL DUTIES:

Within the limits of authorized BOCES policies, procedures, programs and budgets, is responsible for, and has commensurate authority to accomplish the duties set forth below:

• Prepares a variety of letters, forms, memos and reports from composition, general notes and dictation; copies and distributes these items as appropriate (this includes items of a confidential or sensitive nature).
• Makes arrangements for travel and accommodations, appointments, conferences and meetings.
• Assists in the coordination and distribution of information for RASHP, RASWCP, SBO and WSBO meetings.
• Provides administration for the Assistant Superintendent's office by updating and maintaining records and files; and opening, reviewing and distributing mail.
• Maintains and processes the Petty Cash Account for Central Office.
• Processes and distributes service requests and cross contracts; prepares and sends data concerning initial service requests to non-public schools and BOCES.
• Daily, records absences and prepares attendance reports.
• Updates annual lease agreements, prepares corresponding purchase orders and authorizes and tracks lease payments.
• Manages insurance renewal information as needed.
• Coordinates Certificates of Insurance and W-9s for programs, as necessary.
• Coordinates the collection of all annual budget materials and compiles for publication.
• Responds to and resolves day-to-day issues and activities when the Assistant Superintendent for Finance and Operations is unavailable.
• Coordinates and updates all Co-Ser submissions as required by the State Education Department. Assist Departments in developing and initiating a Co-Ser program(s).
• Coordinates and processes insurance liability and student accident claims with insurance company.
• Reviews Vendor Change Reports quarterly and identifies any discrepancies.
• Acts as alternate for the Internal Claims Auditor.
• Provides budgetary support for departments including budget amendments, processes billing, vendor purchase orders and district approved invoices.
• Contacts landlord for any maintenance issues for leased sites.
• Coordinates and processes insurance paperwork for outside groups.
• Completes various State reporting through the SAMS website.
• Reviews, evaluates and recommends revisions in job methods to improve workflow, simplify procedures or effect operating cost reductions.
• Consults with the Assistant Superintendent for Finance and Operations to develop and independently implement policies and procedures.
• Monthly, prepares and mails correspondence on past-due accounts.
• Creates Excel spreadsheets to track various projects.
• Other duties as assigned by the Assistant Superintendent for Finance and Operations

JOB QUALIFICATIONS:

Must possess or meet requirements for Management Assistant:

A. Five (5) years of paid full-time or its part-time equivalent professional experience responsible for project or program management, office management or program or project development and implementation; or

B. Graduation from a regionally accredited or New York State registered college or university with an Associate's degree, plus three (3) years of professional experience as defined in A above; or

C. Graduation from a regionally accredited or New York State registered college or university with a Bachelor's or Master's degree, plus one (1) year of professional experience as defined in A above;

Skills/Aptitudes:

Strong personal computer skills (including Excel, Word, Outlook; WinCap desirable); good judgment; ability to establish and maintain effective working relationships; initiative; tact; integrity; attention to detail; good mathematics, organizational and written/verbal communication skills; and the ability to ensure confidentiality on sensitive matters.

Working Conditions:

Office environment. Occasional overtime is required.

Application (Apply Online): Monroe 2-Orleans BOCES - Frontline Recruitment