Administrative Secretary, Grants Development - RB #26-033

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

RECRUITMENT BULLETIN #26-033 July
31, 2026

(The City of Buffalo Civil Service does not require residency within the City of Buffalo for Native Americans. The City of Buffalo Civil Service does require tribal enrollment or community recognition as a Native American)

POSITION:
Administrative Secretary – Provisional

SALARY: $52,961 - $62,605

LOCATION:
Grants Department, 428 City Hall, Buffalo, NY 14202

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.

• 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.

• 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;
• Abili…