Secretary to the Principal @ Irondequoit High School (Office Clerk II HELPs, Full Time​/12 Months

High School Principal's Secretary

Performs a wide variety of secretarial functions in the office of the Principal of Irondequoit High School. Work requires a knowledge of school methods and procedures and requires judgement and initiative in order to effectively handle the wide variety of situations that arrive daily.

Job duties include:

• Producing correspondence on matters requiring thorough knowledge of high school office operations.
• Preparing complex forms and reports as requested by the principal.
• Opening and screening incoming mail for the principal.
• Processing outgoing mail to include typing, copying, and distribution.
• Receiving and answering telephone inquiries and relaying messages.
• Scheduling appointments and meetings for the principal; maintaining the principal's calendar.
• Maintaining personnel files and a filing system for the principal.
• Arranging for rooms, equipment, and refreshments for meetings sponsored by the principal.
• Preparing and following up on purchase orders for the principal's office.
• Managing textbooks to include ordering, receiving and processing, placement in classrooms, maintenance of inventory, works with library staff to create a database of missing textbooks and notify students/parents about missing books and payment arrangements.
• Preparing and arranging for printing of the high school course description booklet.
• Developing and maintaining a month-by-month listing of essential administrative operations and deadlines.
• Preparing CSE paperwork as required.
• Developing and mailing IHS News.
• Setting up candidate interviews for faculty positions.
• Preparing Student of the Month letters for delivery to students.
• Arranging buses for field trips.
• Working closely with school administrators and the senior class advisor in preparation for graduation: preparing diploma list and orders diplomas, preparing the commencement program and related letters to the parents and students, preparing graduation program and coordinating printing, preparing the banquet program, organizing the dues drive and collecting money, arranging for volunteers to work/supervise at commencement and on buses, ordering buses for trip to Eastman Theatre, arranging seating chart and notifying students of seating assignment, arranging for cap and gown distribution, assisting in the organization of the rehearsal and ceremony, arranging stage and Theatre for commencement (i.e. diploma table, and reserved seating for students, band, and special seating).
• Distributing Faculty Meeting, Cabinet Meeting, Planning Team, and School Culture Sub-Committee agendas and minutes and various other mailings as requested by the principal.
• Maintaining observation database for all faculty.
• Preparing opening day mailings to all students and faculty.
• Preparing Open House mailing.
• Preparing Honor Roll for posting in IHS hallways, Irondequoit Press and Democrat & Chronicle.
• Scheduling attendance/truancy hearings for students with administrator, counselor, and attendance committee.
• Arranging faculty conferences i.e., registration and purchase orders.
• Preparing year-end perfect attendance letters.
• In the absence of other main office secretaries, assistants and/or guides substitute in the completion of their duties.
• Assisting other secretaries with the Main Office with answering office phones.
• Performing other related clerical and secretarial duties as assigned by the principal.

Qualifications per Civil Service Office Clerk II Code No. 3-05-118 include:

• 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 include graduation from high school or possession of an equivalency diploma, plus either:

• Graduation with an Associate's degree or successful completion of at least sixty (60) credit hours from a college or university.
• Two (2) years paid full-time or its part-time equivalent office clerical or secretarial experience.
• An equivalent combination of education and experience as defined by the limits of the above.

Special requirement:
If appointed,…