Secretary to the Assistant Superintendent for Finance (Office Clerk II (FT / 12-month) - District Office

POSITION VACANCY
POSTING DATE � September 25, 2026

POSITION:: Secretary to the Assistant Superintendent for Finance
7.5 hours/day, 12-month
ASSIGNMENT:
District Office
321 List Avenue
Rochester, NY 14617

REQUIREMENTS:: Strong clerical skills and demonstrated experience in automated office environment; excellent word processing, database management skills and spreadsheet skills; strong writing skills; demonstrated ability to work with minimal supervision in a fast-paced environment. Excellent communication and people skills.

QUALIFICATIONS:: Eligible for Monroe County Civil Service Competitive title of Office Clerk II (Must hold title or be on the current list) or must qualify for the non-competitive HELPs title of Office Clerk II.

SALARY:: Salary Range $19.00 - $26.00 per hour

STARTING DATE:: December 28, 2026

APPLICATION PROCEDURE:

Apply for this specific posting on-line by:
https://www.applitrack.com/westirondequoit/onlineapp/default.aspx
by October 16, 2026

West Irondequoit Central School District is in compliance with the U.S. Civil Service Rights Act of 1964 and the TITLE IX Educational Amendments of 1972, Part 86. The School District provides equal employment opportunity to all individuals and does not discriminate on the basis of race, color, religion, national origin, ancestry, gender, age, disability, sexual orientation, veteran, military status, or domestic violence victim status. Any student, parent, employee or the general public that has an inquiry regarding the non-discrimination policy may direct the inquiry to:

Title IX Coordinator
West Irondequoit CSD
321 List Avenue
Rochester, New York 14617

Secretary to the Assistant Superintendent for Finance

Job Description

PRIMARY RESPONSIBILITY

Performs a wide variety of clerical and technical functions in the office of the Assistant Superintendent for Finance. Work requires exemplary organizational skills, personal skills, knowledge of district policy and procedures and requires judgment and initiative in order to effectively handle a wide variety of situations which arise daily.

ACCIDENT REPORTS

• Create new claims and maintains files and follow-up for both student accidents, as well as employee accident (workers compensation claims); tracks (spreadsheet management to provide charts for Health and Safety meetings)
• Initiates and tracks claims for Student Accident Insurance.

DATA PROCESSING

• performs clerical and secretarial duties under the supervision of the Assistant Superintendent in the areas of budget, non-teaching personnel and related activities
• obtains, processes and uploads annual reporting data for the NYS Dept. of Labor, the NYS Civil Service Commission and the School District Income Verification (SDIV) Report.

FREE AND REDUCED LUNCH PROGRAM

• co-coordinates with Food Service Office Clerk application distribution, collection, verification, approval letters and database input, including building roster maintenance and distribution and district reporting to state agencies; year-to-year comparisons

PERSONNEL

• assists with preparation of correspondence and documents relating to clerical, maintenance, cafeteria, discipline, negotiations, grievances, arbitrations, and contract matters
• assists with preparation of documentation pertaining to hiring/terminating including appointment letters, midpoint appraisals, resignations, organization/staff charts
• coordinates documentation for civil service; distributes monthly test notification
• maintains files and databases for clerical, maintenance, and cafeteria staff
• assists staff 1:1 with Civil Service Application for positions in maintenance, operations, food service, and security
• assists staff 1:1 with NYS Security Guard Licensing process as it pertains to NYS Law

OFFICE MANAGEMENT

• correspondence�scans all incoming mail, handles responses and/or distributes to appropriate personnel
• phone calls�screens/handles as many questions as possible so as to limit the number of calls in to the Assistant Superintendent
• calendar management
• reviews, approves and invoices all district-wide facility use requests; reviews all Certificate of Insurance documents and group requests for final approval, as related to facility use.
• prepares purchase orders for miscellaneous purchases
• maintains office files, including record storage and retrieval
• designs and re-designs office forms used to administer building use, accident reports, personnel/sick leave requests, phone log, petty cash, etc.

PURCHASING

• coordinates district bid process (advertising, bid packet distribution, bid opening coordinator)
• coordinates bids for furniture and other instructional equipment (database management, reports, purchase orders)
• coordinates district data collection for cooperative bids (copy paper, janitorial supplies)
• represents Assistant Superintendent for Finance at Purchasing Agent meetings
• inputs on-line orders to various vendors for district; coordinates catalogue/update distribution

ADDITIONAL DUTIES

• Reviews and responds to all FOIL requests. Collects data and submits information to requestor.
• Assists with temporary coverage, as needed, for Purchasing Clerk, Accounts Payable Clerk, Benefits Clerk, and Secretary to the Assistant Superintendent for Human Resources during unexpected absences or position vacancies.
• Organizes and leads individual and large group training sessions for new Administrative and Clerical staff, as well as existing staff, on items related to their primary role (ie. WinCap, Facility Use Program, etc.)
• Serves as a point-person/Office Coordinator for District Office staff, as well as district-wide staff, to contact when any general office issues, concerns or questions arise and troubleshoot accordingly (done on a daily basis).

QUALIFICATIONS

Excellent written and verbal communication skills. Must keep confidential information. Excellent organizational skills, detail oriented, and ability to interact with others in a professional setting. Able to prioritize and organize tasks and make appropriate decisions. Knowledge of and experience with computer systems and a variety of software programs.

Per Civil Service � Office Clerk II

Full performance knowledges, skills, abilities and personal characteristics: Good knowledge of office terminology, practices, procedures, routines and equipment; good knowledge of business arithmetic and English; good knowledge of the techniques involved in record keeping; good knowledge of the techniques involved in establishing and maintaining a filing system; skill in accurately keyboarding at 40 words per minute; ability to conduct searches for information from various sources; ability to work with forms; ability to prepare written communication, arithmetic and standard written reports; ability to operate office machines such as the electronic work station, adding machine, calculator, photo copier and facsimile machine; ability to understand and carry out complex oral and written instructions; ability to express oneself clearly; ability to readily acquire familiarity with departmental organization, functions, laws, policies and regulations; ability to deal with the public; good judgment in solving relatively complex clerical problems; initiative; resourcefulness; tact; courtesy; integrity; health commensurate with the demands of the position.

AUTHORITY

• The Secretary to the Assistant Superintendent for Finance is directly responsible to the Assistant Superintendent for Finance

OFFICE CLERK II

Code No. 3-05-118

COMPETITIVE

DISTINGUISHING FEATURES OF THE CLASS: This position is responsible for the performance of difficult and complex clerical tasks, requiring independent judgment and decision-making. The use of a personal computer for word processing and database entry and manipulation is an integral part of the position. The work is performed in accordance with general instructions regarding objectives, policies, and procedures. The work is usually submitted in its final form and is not subject to detailed or immediate review. The employee reports directly to, and works under the general supervision of, a higher-level employee. General supervision may be exercised over a subordinate staff. Does related work as required.

TYPICAL WORK ACTIVITIES: (All need not be performed in a given position. Other related activities may be performed although not listed.)

Prepares, formats, and maintains material such as correspondence and reports;

Prepares and maintains alphabetical, numerical, or other files; Sorts, distributes, and files;

Obtains and gives out information by telephone, correspondence, or in person;

Performs complex electronic searches for information in documents, records, and files;

Compiles, prepares, and inputs a variety of data;

Reviews a variety of complex financial and statistical records and reports for completeness and accuracy;

Enters and extracts data and information from a database;

Enters information onto standard forms such as payroll or production records, authorizations, certifications, etc.;

Purchases office supplies and monitors expenditures;

Operates standard office machines such as a computer, copier, and fax machine;

Maintains records of monetary, budgetary, or similar transactions;

Makes computations relating to taxes, budget, and salary;

Supervises or guides subordinates in the performance of their duties;

Trains subordinates in the procedures and functions of the office.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Good knowledge of office terminology, practices, procedures, and equipment; good knowledge of business arithmetic; good knowledge of English grammar and usage; good knowledge of the techniques involved in record keeping; good knowledge of the techniques involved in establishing and maintaining a filing system; ability to use a personal computer for word processing and database entry; ability to conduct searches for information from various sources; ability to work with forms; ability to perform basic purchasing functions utilizing computer software; ability to monitor expenditures; ability to prepare written communication, arithmetic and standard written reports; ability to operate a variety of office machines; ability to understand and carry out complex oral and written instructions; ability to express oneself clearly; ability to readily acquire familiarity with departmental organization, functions, laws, policies and regulations; ability to deal with the public; good judgment in solving relatively complex clerical problems; physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS: Graduation from high school or possession of an equivalency diploma, plus EITHER:

(A) Graduation with an Associate's degree or successful completion of at least sixty (60) credit hours from a college or university; OR,

(B) Two (2) years paid full-time or its part-time equivalent office clerical or secretarial experience*; OR,

(C) An equivalent combination of education and experience as defined by the limits of (A) and (B) above.

*Experience as a Teller, Cashier or Sales Clerk will not be considered appropriate experience for the purposes of these minimum qualifications.

NOTE: Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S Secretary of Education. If your degree was awarded by an educational institution outside the United States and its territories, you must provide independent verification of equivalency. A list of acceptable companies who provide this service can be found on the Internet at http://www.cs.ny.gov/jobseeker/degrees.cfm. You must pay the required evaluation fee.

SPECIAL REQUIREMENT: If you are appointed, you will be required to possess a valid license to operate a motor vehicle in New York State or otherwise demonstrate your capacity to meet the transportation needs of the position.

Monroe County Civil Service Commission

ADOPTED: December 2, 1976
REVISED: February 28, 1985
REVISED: May 29, 1985
REVISED: March 7, 1996
REVISED: January 3, 2008
REVISED AND TITLE CHANGED: May 8, 2008
FORMERLY: CLERK II WITH TYPING
REVISED: October 5, 2023