Secretary to the Principal Seneca Elementary (OC III, Full Time10 Months)

POSITION VACANCY

POSTING DATE ï½May 11 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

K-3 School Secretary

PRIMARY RESPONSIBILITY

The School Secretary performs a wide variety of clerical and receptionist functions in the office of the neighborhood schools. Work requires a knowledge of school methods and procedures and requires judgment and initiative to effectively handle the wide variety of situations which arise daily.

Job Duties:

• Create and disseminate building use and event information i.e. calendars and informational flyers.
• Schedule appointments for the principal with staff students and administrators. Keep an accurate calendar of appointments and follow-up.
• Assist building nurse in any medical situation i.e. injuries or illness.
• Administer first aide in the absence of the school nurse.
• Dispense medications to students in nurses absence.
• Open and distribute incoming mail and respond as appropriate.
• Maintain and update student records and files i.e. emergency cards confidential files and cumulative records.
• Keep a general filing system to meet the needs of the district (i.e. cafeteria reports meeting minutes correspondence) and satisfy state federal and community regulations (i.e. MSDS books).
• Maintain and preserve confidentiality of student records and communications.
• Document and track absences of students. Complete monthly report of student attendance.
• Maintain and preserve confidentiality of staff records and communications.
• Document and track absences of staff. Coordinate substitute personnel as needed.
• Calculate and submit payroll data for building personnel.
• Arrange for field trips i.e. buses and admission fees.
• Inventory maintain and disseminate building supplies for staff and students. Restock supplies as needed. Generate purchase orders and maintain accurate records and receipts.
• Control approve disperse and maintain records of petty cash.
• Prepare and monitor requests for building maintenance.
• Supervise fire drills and keep accurate records of same.
• Draft/type correspondence and design forms for principal and staff. Copy collate and disseminate reports and paperwork as necessary.
• Ensure operation and repair of office equipment and machines.
• Prepare bank deposits of money received for milk postage and telephone bills.
• Screen direct and assist visitors and incoming telephone calls.
• Monitor security of building i.e. building keys and camera/VCR.
• Obtain/compile factual data required for preparation of reports.
• Perform other duties as assigned by the principal.

Other

• Abide by employment provisions provided for in the collective bargaining agreement.
• Mandatory reporter for incidents of child abuse harassment intimidation bullying fights substance abuse etc.
• Observe strict confidentiality regarding student data and information.

QUALIIFICATIONS

Per Civil Service - Office Clerk III (full description below)

Full performance knowledges skills abilities and personal characteristics: Good knowledge of office terminology practices procedures routines and equipment; good knowledge of business arithmetic; good knowledge of grammar and punctuation; good knowledge of the techniques involved in record keeping; skill in typing at 35 words per minute; skill in using a PC and a computer terminal; ability to utilize word processing data base and spreadsheet programs; ability to maintain a filing system; ability to work with forms; ability to prepare and type written communications arithmetic and standardized reports; ability to operate such office machines as the electronic work station telephone typewriter FAX machine adding machine calculator and photo copier; ability to acquire familiarity with departmental organization laws policies and regulations; ability to understand and carry out relatively complex oral and written instructions; ability to express oneself clearly; ability to deal with the public; resourcefulness; initiative; tact; courtesy; integrity; physical condition commensurate with the demands of the position.

AUTHORITY

• The K-3 School Secretary is directly responsible to the building principal and district leadership.
  
  Per Civil Service:
  

  OFFICE CLERK III

  Code No.
  COMPETITIVE

  DISTINGUISHING FEATURES OF THE CLASS: This position is responsible for the independent performance of clerical duties requiring a moderate degree of decision-making. The use of a personal computer for word processing and database entry and manipulation is an integral part of this position. The work is performed in accordance with well-defined objectives policies and procedures but detailed instructions are given for new or difficult assignments. The work is typically submitted in its final form and is subject to general review by superiors. The employee reports directly to and works under the general supervision of a higher-level staff member. Does related work as required.
  
  TYPICAL WORK ACTIVITIES: (All need not be performed in a given position. Other related activities may be performed although not listed.) Prepares and formats legal documents certifications authorizations forms and other related paperwork; Enters and extracts data and information from a database; Posts and maintains moderately difficult records requiring general knowledge of department or agency functions; Processes applications prepares permits and licenses collects fees issues receipts and accounts for monies received; Processes paperwork relating to areas such as payroll workers compensation forms and accident/incident reports; Types materials from copy rough draft or other instruction; Prepares and types correspondence on matters where policy and procedures are well-defined; Reviews lists documents and applications for completeness and accuracy; Compiles prepares types and reviews data for completeness and accuracy; Performs searches for information in documents records files and computer databases; Maintains databases; Obtains and gives out information by telephone correspondence or in person; Orders and distributes office supplies and maintains records of expenses; Operates standard office machines such as a computer copier and fax machine; Guides other clerks in the performance of routine phases of their work; Maintains filing systems.
  
  FULL PERFORMANCE KNOWLEDGES SKILLS ABILITIES AND PERSONAL CHARACTERISTICS: Good knowledge of office terminology practices procedures and equipment; good knowledge of business arithmetic; good knowledge of English grammar and punctuation; good knowledge of the techniques involved in record keeping; ability to utilize a personal computer for word processing database entry spreadsheets and other related computer software; ability to maintain a filing system; ability to work with forms; ability to prepare and type written communications arithmetic and standardized reports; ability to operate standard office equipment; ability to acquire familiarity with departmental or agency organization laws policies and regulations; ability to understand and carry out relatively complex oral and written instructions; ability to communicate orally and in writing; ability to deal with the public; good judgment; physical condition commensurate with the demands of the position.
  
  MINIMUM QUALIFICATIONS: Graduation from high school or possession of an equivalency diploma plus EITHER:
  (A) Successful completion of at least thirty (30) credit hours from a college or university; OR
  (B) One (1) year 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 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 vehicle in New York State or otherwise demonstrate your capacity to meet the transportation needs of the position.
  
  Monroe County Civil Service Commission
  REVISED: December 19 1985
  REVISED: June 5 1997
  REVISED: January 3 2008
  REVISED AND TITLE CHANGED: May 8 2008
  FORMERLY: CLERK III WITH TYPING
  REVISED: August 9 2018
  REVISED: November 2 2023