Administrative Assistant to the Assistant Superintendent for Business JobID: 3210

• Position Type:

  Secretarial/Clerical

• Date Posted:

  10/18/2024

• Location:

  District Office

• Date Available:

  02/01/2025

• Closing Date:

  10/27/2024

  WEBSTER CENTRAL SCHOOL DISTRICT

We believe the strength of the Webster Central School District is embracing our diverse population. We are dedicated to recruiting and supporting a culturally diverse and inclusive One Webster staff. We strive to empower and inspire our culturally responsive staff and students to bring their unique ideas, experiences and practices to life throughout our district.

Webster CSD is committed to achieving a more diverse workforce. Candidates of diverse backgrounds and experiences are strongly encouraged to apply.

Open Position

Position Title: Administrative Assistant to the Assistant Superintendent for Business (Posting Number 2425-3210)

Location: District Administrative Office

Start Date: February 1, 2025

Salary: This position is a confidential position and follows the Admin/Non-WELA handbook. Compensation will be determined based upon education and experience.

Position Summary: The Administrative Assistant to the Assistant Superintendent for Business provides high-level administrative support to the Assistant Superintendent for Business (ABS), serves as the purchasing agent for the school district, and acts as a backup to the District Clerk. This position ensures the smooth and efficient operation of both the finance office and purchasing processes, while also assisting with district-level governance when required. The ideal candidate is highly organized, detail-oriented, proactive, and adaptable, with excellent communication, multitasking, procurement, and governance support skills. Confidentiality, discretion, and professionalism are essential.

Key Responsibilities:

Administrative Support:

• Serve as the primary point of contact for the ASB, managing schedules, appointments, travel and conference registration and correspondences including preparation of agendas and materials.

• Coordinate and assist with preparing reports, presentations, and other documents related to financial operations, budgets, and board meetings.

• Maintain financial and administrative records, including vendor contracts, purchasing documents, and other confidential materials.

• Act as a liaison between the finance office and other district departments and external stakeholders.

• Provide general administrative support, including answering phone calls, handling mail, and managing office supplies.

  Purchasing Agent:

• Manage the school district’s procurement process, ensuring compliance with New York State purchasing laws & regulations and district policies.

• Approve purchase orders, obtaining necessary documentation.

• Research and evaluate vendors to ensure cost-effectiveness, quality, and timely delivery of goods and services.

• Collaborate with department heads to identify purchasing needs and align procurement processes with school district objectives.

• Coordinate with vendors for quotes, bids, and proposals, ensuring fair and competitive procurement practices.

• Ensure all purchasing records are maintained in compliance with audit and regulatory requirements.

  Backup to District Clerk:

• Serve as backup to the District Clerk, assisting with duties related to school board governance.

• Support the preparation of board meeting agendas, minutes, and official records.

• Attend board meetings as needed in the absence of the District Clerk, ensuring accurate documentation of proceedings and decisions.

• Assist in maintaining official district records, including policies, resolutions, contracts, and other legally required documents.

• Help manage public notifications, legal notices, and official communications in compliance with New York State Education Department (NYSED) requirements.

• Provide administrative assistance for district elections, budget votes, and other official district events, including coordinating logistics and ensuring compliance with election laws.

  We strongly welcome candidates with the following qualifications:

• Associate’s or Bachelor’s degree in business administration, accounting, supply chain management, or a related field preferred.

• MUSTbe on current Monroe County Civil Service Clerk II Eligibility ListOR

• Currently hold the Monroe County Civil Service Title of Office Clerk II

• In the event that there is a “no-list”, applicants can be hired provisionally if they complete the following conditions:

• Meet the Civil Service qualifications for the position

• Take the Civil Service exam, when offered

• Are reachable on the Civil Service list

  For civil service eligibility questions, please contact amandabayer@webstercsd.org or heatherreinke@webstercsd.org

  The Ideal Candidate will have the following attributes and experiences:

• Experience as an administrative assistant, purchasing agent, or business clerk, preferably in a financial, educational, or government setting.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Applications (Google Docs, Sheets, Slides, Calendar, Drive).

• Strong organizational and multitasking abilities, with attention to detail.

• Excellent communication skills, both written and verbal.

• Knowledge of procurement procedures, vendor management, and contract negotiation.

• Ability to handle confidential information with discretion and professionalism.

• Ability to work independently and prioritize tasks effectively in a fast-paced environment.

• Familiarity with New York State public school finance, purchasing, and governance regulations is an advantage.

  Perks:

• New York State Employee Retirement System (NYSERS) Pension

• Longevity payments

• NAOEP Professional Standards Program payments

• Health and Dental Benefits

• HSA with District contributions

• Tuition Reimbursement

  Application Procedure: Go tohttps://www.websterschools.organd click on “Job Postings and Applications” and then enter the posting number in the “Job Search” field. Application deadline: October 27, 2024

  Correspond With: David Swinson

  Assistant Superintendent for Administration and HR Webster Central School District 119 South Avenue Webster, NY 14580

  WE ARE AN EQUAL OPPORTUNITY EMPLOYER

  The Webster Central School District does not discriminate on the basis of sex, race, color, religion, national origin, political

affiliation, sexual orientation, marital status, ancestry, age, disability, or any other status protected by law.