Secretary to the Superintendent of Schools/Clerk of the Board

POSITION VACANCY

POSTING DATE - October 29, 2026

West Irondequoit Central School District is in compliance with the U.S. Civil Service Rights Act of 1964 and the TITLE IX Educational Amendments of 1972, Part 86. The School District provides equal employment opportunity to all individuals and does not discriminate on the basis of race, color, religion, national origin, ancestry, gender, age, disability, sexual orientation, veteran, military status, or domestic violence victim status. Any student, parent, employee or the general public that has an inquiry regarding the non-discrimination policy may direct the inquiry to:

Title IX Coordinator
West Irondequoit CSD
321 List Avenue
Rochester, New York 14617

JOB DESCRIPTION

Secretary to the Superintendent of Schools

PRIMARY RESPONSIBILITY

This is an administrative support position serving as confidential secretary to the Superintendent of Schools and responsible for providing secretarial support to the Board of Education, which includes serving as recording secretary at each meeting and legal custodian of all financial records and reports of the school district.

Job Duties:

• Maintains schedule and calendar of the Superintendent. Coordinates numerous appointments/meetings.

• Fields calls for the Superintendent's office. Responds to and resolves day-to-day problems that arise whenever possible.

• Handles incoming mail and distributes to the Superintendent, routes and/or copies to appropriate departments.

• Drafts correspondence for Superintendent's signature.

• Handles email requests sent to Superintendent via the website. Answers and/or composes draft responses or routes to appropriate departments.

• Performs a variety of other assignments as assigned by the Superintendent and/or Board of Education.

• Drafts agenda, attends, takes and publishes minutes for Leadership Staff meetings. Coordinates meeting refreshments.

• Coordinates various district/leadership staff functions throughout the year (BOE/Leadership Staff annual dinner meeting; summer leadership staff workshop, etc.).

• Makes travel arrangements for Superintendent and Board of Education; airline reservations for district staff; maintains Superintendent's travel/expenditure reimbursement reports.

• Maintains database of 12-month administrative staff attendance. Develops attendance sheets; yearly vacation memos; break schedules.

• Handles student issues: coordinates Superintendent's hearings, transcription of hearing when necessary; requests for student transfers to non-home school area; requests for student records (receives subpoenas; obtains legal advice if necessary; types certification affidavit; arranges courier to court)

• Establishes/publishes various calendars: schedule of paid holidays for the year; district-wide master calendar of meetings; school year calendar (drafts); board of education meetings, agenda topics.

• Approves/denies: use of district facilities; flyer distribution requests.

• Processes purchase orders for Superintendent's office; BOE/leadership travel reimbursements.

• Maintains/coordinates updates of guiding documents: District Focus Area Books; Project Save Building Plans.

• Develops PowerPoint/overhead documents for Superintendent's presentations.

• Notary public.

• Maintains policy and regulation for the District, including supporting the facilitation of revisions, participating as a standing member of the Multi-Year Policy Committee, and posting updates to the District website.

• Provides rotating lunch coverage for the District Receptionist.

• Receives and signs for subpoenas/legal documents served upon the district. routes to appropriate department.

• Prepares and publishes legal notices for annual district vote and other necessary legal notices throughout the year (AHERA, fires inspections, etc.)

• Maintains office files.

• Prepares Board of Education agendas and administrative memorandums for Superintendent and Board President.

• Prepares and distributes board meeting packets. Notifies media of agenda; posts on website.

• Required to work at night when attending all Board regular meetings, study sessions and audit committee meetings; prepares minutes for all meetings.

• Maintains official record of minutes in Minutes Book and supplemental files for all board actions; posts minutes in public library.

• Plans various functions throughout the year for the Board of Education to recognize employees (beginning and end-of-year breakfast; new teacher recognition; tenure teacher recognition; 25-35 year recognition; clerical recognition; leadership staff retirements).

• Coordinates and runs the annual district vote: secures personnel [over 90 volunteers]; absentee ballots [regular and over 100 permanently disabled]; prepares and receives petitions for board candidates; secures voting machines and ballot printing; supervises gym set up.

• Coordinates Board workshops.

• Maintains Board of Education Policy Manuals and Administrative Regulations. Confers with consultant in developing and updating district policies and regulations. Posts policies on website. Distributes regulations.

• Prepares correspondence and documents in connection with official actions of the Board of Education and Superintendent of Schools.

• Maintains official seal of the district.

• Attends district clerk workshops/conferences for continuous professional development.

• Other duties as assigned.

QUALIIFICATIONS

• Ability to perform complex clerical tasks.

• Ability to multi-task.

• Excellent knowledge of computer programs, including the web and Microsoft Office with competence to develop a wide variety of databases; forms; presentation materials for the Superintendent of Schools.

• Demonstrates aptitude for exercising independent judgment in the resolution of situations which are both within the district and the community.

• Strong interpersonal and communication skills.

• Ability to perform tasks without direct supervision.

• Knowledge of current New York State Education law as it pertains to the duties and operations of the District and Board of Education.

AUTHORITY

• The Secretary to the Superintendent is directly responsible to the Superintendent of Schools.

Per Civil Service

Office Clerk II

MINIMUM QUALIFICATIONS: Graduation from high school or possession of an equivalency diploma, plus EITHER:

(A) Graduation with an Associate's degree or successful completion of at least sixty (60) credit hours from a college or university; OR,

(B)Two (2) years paid full-time or its part-time equivalent office clerical or secretarial experience*; OR,

(C) An equivalent combination of education and experience as defined by the limits of (A) and (B) above.

*Experience as a Teller, Cashier or Sales Clerk will not be considered appropriate experience for the purposes of these minimum qualifications.

NOTE: Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S Secretary of Education. If your degree was awarded by an educational institution outside the United States and its territories, you must provide independent verification of equivalency. A list of acceptable companies who provide this service can be found on the Internet at http://www.cs.ny.gov/jobseeker/degrees.cfm. You must pay the required evaluation fee.

SPECIAL REQUIREMENT: If you are appointed, you will be required to possess a valid license to operate a motor vehicle in New York State or otherwise demonstrate your capacity to meet the transportation needs of the position. Monroe County Civil Service Commission

ADOPTED: December 2, 1976

REVISED: February 28, 1985

REVISED: May 29, 1985

REVISED: March 7, 1996

REVISED: January 3, 2008

REVISED AND TITLE CHANGED: May 8, 2008 FORMERLY: CLERK II WITH TYPING

REVISED: October 5, 2023