Title: Administrative Secretary, Athletics Dept, Perm/Provisional - RB #21-444
ID: 6378
Department: Other
Location: School Location
Division: Civil Service
Description

BOARD OF EDUCATION
DEPARTMENT OF HUMAN RESOURCES
ROOM 720 CITY HALL
BUFFALO, NEW YORK 14202

RECRUITMENT BULLETIN #21-444 January 5, 2022

BUFFALO BOARD OF EDUCATION VACANCY

Civil Service Residency Requirements will apply

POSITION: Administrative Secretary - Permanent/Provisional

SALARY: $45,710 - $54,035


LOCATION: Athletics Dept, School #208, 51 Ontario St., Buffalo, NY 14207

APPLICATION: CANDIDATES FOR THIS POSITION SHOULD COMPLETE AN APPLICATION AVAILABLE ONLINE AT www.buffaloschools.org
Applications successfully received will generate a confirmation email to the account listed on the application. If you do not receive a confirmation email, we cannot guarantee that your application was received. You must submit an application until you receive a confirmation email.

DISTINGUISHING FEATURES OF THE CLASS

The Administrative Secretary performs a wide variety of complex responsible clerical, secretarial and administrative tasks and activities while functioning as an office assistant to an administrator, program manager, technical specialist or office supervisor. This class is distinguished by the fact that responsibility involves independently performing complex clerical operations, relieving a supervisor of administrative detail, arranging conferences and relieving supervisor of contacts which should properly be made with subordinate officials. Independent judgment is frequently necessary in giving out information regarding departmental policies and practices and in planning the routine of an office. Correspondence duties are distinguished by the fact that most letters and releases are of a routine, recurring nature, are self-composed with correspondence being reviewed only when new problems arise. Incumbents, who have ready access to records, must be discreet in divulging information, as some of it may be confidential or controversial. Work is performed under general supervision, however, incumbents are supervised by an administrator who assigns tasks, provides detailed instructions only where policies have not been determined, observes performance and only unusually important or complicated assignments are checked in detail upon completion. General supervision is exercised over a clerical staff.

TYPICAL WORK ACTIVITIES

• Reproduces and types dictation from various sources of a difficult and sometimes confidential nature i.e. minutes and proceedings of meetings, hearings and conferences;
• Drafts and types letters, reports and memoranda for supervisor's approval;
• Types correspondence, reports, documents, records and materials from equipment with alpha-numeric keyboard, i.e., typewriters, electronic word processing equipment, CRT terminals, personal computers, data terminals and printers;
• Relieves supervisor of administrative details;
  • -receives calls and callers, determines their needs or the reason for the visit or call and transmits factual information to them;
  • -schedules appointments and arranges conferences or meetings as requested;
  • -answers requests for administrative information;
• Sets-up and maintains confidential and regular correspondence;
• Reads and summarizes reports to facilitate review by and conserve time of the supervisor;
  • -prepares office reports as directed;
  • -tabulates data from numerous reports;
• Organizes and prepares work materials for meetings and conferences, i.e., agendas, reports, resolutions, etc.;
• Transcribes, from various sources, minutes and proceedings of meetings, hearings and conferences;
• Assigns specific and standing tasks, reviews all typed correspondence and reports for accuracy and proper grammatical usage;
  • -insures proper processing and filing of documents by observing activities and instructing subordinates in the procedures to be followed;
• Operates a personal computer involving the use of application programs and the input and retrieval of data;
• May supervise one or more employees in the typing of correspondence and reports;
• Performs related duties as required.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

• Thorough knowledge of office terminology, methods and procedures and equipment;
• Good knowledge of proper grammatical usage, punctuation and spelling;
• Good knowledge of the agency's procedures, formats and guidelines concerned with receipt, processing and distribution of correspondence and memoranda;
• Working knowledge of the vocabulary and terms commonly used in a particular organization;
• Working knowledge of the procedures used in carrying out various clerical tasks;
• Ability to type at the rate of 35 words per minute;
• Ability to operate data processing equipment, including personal computers, in the use of application programs and the input/retrieval of data;
• Ability to plan and supervise the work of others;
• Ability to understand and carry out complex oral and written directions;
• Tact; Courtesy; Neat appearance; Sound Judgment;
• Physical condition commensurate with the demands of the position.

MINIMUM QUALIFICATIONS

Promotional Continuous and permanent status in any city department as a Legal Secretary, Legal Stenographer, Principal Clerk, School Clerk, Senior Account Clerk, Senior Account Clerk-Stenographer, Senior Account Clerk-Typist, Senior Clerk, Senior Stenographer, Senior Typist for one year.
In addition, all applicants must have completed a course in typing or keyboarding, which must be listed on application.
Applicants that have previously qualified on a qualifying typing/keyboarding test at 35 wpm administered by the City of Buffalo Civil Service, for examination purposes, will not be required to participate in another typing/keyboarding test.
Note: Candidates will only be allowed to participate in an exam and be approved or certified for appointment to departments where the rate of pay for Administrative Secretary is at a higher rate of pay than their current position, even if their title is listed above.
Open Competitive

Associates Degree from an accredited college, business or technical institute in the Secretarial Science curriculum, including or supplements by a course in typing/keyboarding (course must be listed on application) and one year of full time responsible clerical experience at a supervisory level, including the operation of an alpha-numeric keyboard;

OR

(B) Graduation from High School, GED or Equivalency Diploma, including or supplemented by a course in tying/keyboarding (course must be listed on application) and three years of full time responsible clerical experience at a supervisory level, including the operation of an alpha-numeric keyboard;
OR (C) An equivalent combination as defined within the limits of A and B.

Applicants that have previously qualified on a qualifying typing/keyboarding test at 35 wpm administered by the City of Buffalo Civil Service, for examination purposes, will not be required to participate in another typing/keyboarding test.
NOTE : Verifiable part-time experience will be pro-rated to meet the full time experience requirement.
Proof of education must be presented at time of appointment.

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FINAL FILING DATE: January 24, 2022

APPROVED:

Ms. Jamie Warren
Associate Superintendent of Human Resources