Position Type: Secretarial/Clerical/Secretary to District Superintendent
Date Posted: 4/10/2025
Location: District Superintendent Office
Date Available: 06/02/2025
Closing Date: 05/01/2025
Secretary to District Superintendent
Job Summary: The District Superintendent's Secretary provides high-level administrative support to the District Superintendent and serves as a key liaison between the superintendent's office, staff, school districts, and community stakeholders. This position requires excellent organizational skills, discretion, professionalism, and the ability to manage multiple tasks in a fast-paced environment.
Key Responsibilities: Administrative Support: - Manage the District Superintendent's calendar, schedule appointments, and coordinate meetings.
- Prepare correspondence, reports, presentations, and other official documents.
- Maintain confidential records, files, and sensitive information with a high level of discretion.
- Handle incoming and outgoing communications, including phone calls, emails, and mail.
- Assist in the preparation of board meeting materials, agendas, and minutes.
- Coordinate travel arrangements and event logistics for the District Superintendent.
Office Management & Coordination: - Serve as a primary point of contact for the Superintendent's Office, responding to inquiries and directing them appropriately.
- Ensure smooth day-to-day office operations, including maintaining office supplies and equipment.
- Work collaboratively with BOCES leadership, component school districts, and external partners to facilitate effective communication.
- Support special projects, initiatives, and events as directed by the District Superintendent.
Compliance & Record-Keeping: - Maintain and organize official district records, including legal and policy documents.
- Assist in the preparation and submission of required reports to the Board of Education, state agencies, and other stakeholders.
- Ensure compliance with all BOCES policies and procedures related to record-keeping, confidentiality, and reporting requirements.
Qualifications & Skills: Education & Experience: - High school diploma required; Associate's or Bachelor's degree preferred.
- Prior experience as an executive assistant, administrative assistant, or secretary, preferably in an educational or government setting.
- Experience working in a BOCES or school district environment is highly desirable.
Skills & Competencies: - Strong organizational and time management skills, with the ability to prioritize multiple tasks.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other administrative software.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Strong interpersonal skills and the ability to work professionally with a variety of stakeholders.
- Knowledge of BOCES policies, procedures, and governance structures is a plus.
Work Environment & Schedule: - This is a full-time position based in an office setting.
May require occasional evening meetings or travel based on the District Superintendent's schedule.
Anticipated Salary: $65,000-$80,0000
Board of Education Clerk: Preparing meeting room and making additional arrangements for monthly Board of Cooperative Education meetings
• Attending all meetings of the Board of Education (one evening meeting per month)
• Recording the full minutes of the meetings of the Board of Education
• Transcribing the minutes of the Board of Education and posting/distributing such within 2 weeks of the Board meeting date
• Arranging publication of all legal notices regarding BOCES business and meetings as required by law
• Making arrangements for and facilitating the BOCES annual meeting
• Conducting the annual reorganizational meeting of the Board of Education until officers are sworn in
• Administering Oaths of Office to officers and other Board appointed staff members
• Preparing travel and conference requests for Board members
• Developing reports as requested by the Board of Education
• Providing an annual notification of Board of Education members to component district Boards of Education
• Preparing correspondence of the Board of Education as requested
• Maintaining and updating the annual calendar of the Board of Education
Anticipated Stipend: $4,500 yearly