Admin Secretary- School Based- Adult Ed., Perm​/Provisional

Responsibilities

• 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, using the English and Spanish language, both orally and in writing
  • Schedules appointments and arranges conferences or meetings as requested
  • Answers requests for administrative information, using the English and Spanish language as needed
• 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 minutes and proceedings of meetings, hearings and conferences (from various sources)
• 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
• Translates and interprets written material into Spanish (i.e., presentations, exams, etc.)
• Provides translation services to District personnel and other agencies as requested
• 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

• 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 fluently speak the Spanish language, and translate both orally and in writing
• 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

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.

A) Associates degree from an accredited college, business or technical institute in the Secretarial Science curriculum, including or supplemented 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;

B) Graduation from high school, GED or equivalency diploma, including or supplemented by a course in typing/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;

C) An equivalent combination as defined within the limits of A and

B.

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.

Admin Secretary – School Based – Adult Ed., Perm/Provisional RB#25-576
• Buffalo, New York