Administrative Assistant (Superintendent's Office)– AP - 92292

City School District of Albany; City of Albany (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

Management Confidential in Albany is seeking an Administrative Assistant — Academy Park. This full-time role requires Monday through Friday work and involves office management, budgeting support, and board meeting preparation.

The incumbent will supervise clerical staff, maintain records, process vouchers, and enter data into an automated information system. Qualifications include a bachelor’s or associate degree with relevant office experience, or a high school diploma with several years in an

Qualifications

• Bachelor's or Associate degree with required experience in an office environment.
• High school diploma with four years of office experience; alternative combinations allowed.
• Ability to interpret laws/regulations and follow policies accurately.

Responsibilities

• Provides support to management with office methods, procedures and programs.
• Prepares departmental budget estimates and vouchers for payment.
• Keeps fiscal records and prepares financial reports and expenditures.

Skills

Office management

Office equipment

Business arithmetic

English proficiency

Personnel administration

Regulatory interpretation

Public communication

Record keeping

Judgment

Dependability

Education

Bachelor's Degree

Associate's Degree + 2 years experience

High School Diploma + 4 years experience

Equivalent training/experience

Job description

Management Confidential

Administrative Assistant — Academy Park

Monday - Friday

The incumbent is responsible for making independent decisions on problems encountered within a delegated scope of activity. Work is performed under the general direction of the head of the department, who reviews work through conferences and reports for adherence to departmental policies and standards.

Responsibilities:

• Provides support to management with office methods, procedures and other nontechnical fields for planning and administering programs;
• Collects necessary information and assists in the preparation of the departmental budget estimates;
• Supervises and participates in the keeping of fiscal records and the preparation of vouchers for payment;
• Provides general supervision over recording of expenditures and receipts of an office;
• Collects agenda items and prepares and distributes agenda for board and committee meetings;
• Requisitions materials and supplies;
• Maintains specialized accounts and records;
• Participates in staff conferences concerning administrative procedures to be followed in carrying out various programs of the department;
• Reads incoming mail and answers general correspondence as required;
• Expedites the preparation of reports and the maintenance of records through research and review of work;
• Trains new employees;
• Enters and retrieves information in an automated information system;
• Performs related work as required;

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

• Thorough knowledge of the principles and practices of office management;
• Thorough knowledge of office terminology, procedures and equipment, including personal computers;
• Good knowledge of business arithmetic and English;
• Working knowledge of personnel administration;
• Ability to properly interpret relevant laws, regulations and policies, and make decisions accordingly
• Ability to relate to and communicate with the public, members of the department and representatives of other agencies in a professional manner;
• Ability to keep complex records and prepare reports;
• Courtesy and tact;
• Good judgment;
• Dependability;
• Physical condition commensurate with the demands of the position.

This position is currently covered under NYS Helps through 6/30/2028.

Minimum Qualifications:

1. Graduation from a regionally accredited or New York State registered college or university or one accredited by the New York State Board of Regents to grant degrees with a Bachelor's Degree; OR
2. Graduation from a regionally accredited or New York State registered college or one accredited by the New York State Board of Regents to grant degrees with an Associate's Degree and two (2) years fulltime paid experience in an office environment; OR
3. Graduation from high school or possession of a high school equivalency diploma with four (4) years fulltime paid experience in an office environment; OR
4. An equivalent combination of training and experience as defined by the limits of (a), (b), and (c) above.

NOTE:AlbanyCitySchoolDistrictpromotionalcomponent:

1. Two (2) years of full time permanent competitive class status as a stenographer in the Albany City School District; OR
2. Four (4) years of full time permanent competitive class status as a typist in the Albany City School District.