Secretary I

Position Type: Instructional Support/Secretary I Date Posted: 11/19/2025 Location:Central Office Secretary I Position - Information Services Salary - $49,722 DISTINGUISHING FEATURES OF THE CLASS: The work involves responsibility for independently performing complex clerical operations and administrative support tasks for a unit in a Division. Incumbents spend a substantial amount of time operating a personal computer and the rest of the time on routine administrative tasks to ensure the efficient workflow of the office. The work also involves responsibility for the entry and retrieval of information using software on a computer and using a computer to produce printed material such as letters, memoranda and forms. Incumbents work under general supervision receiving detailed instructions only where policies have not been determined. This class differs from that of Secretary II by the increased time spent on operating software and the more limited scope of duties and decision-making responsibilities. Does related work as required. TYPICAL WORK ACTIVITIES: Correspondence and Communication: Prepares correspondence, documents, records, and other written material in final or draft form using computer software from handwritten, rough drafts, marked copy, oral recordings, or data from various equipment as the source material. Transcribes correspondence from dictation equipment. Composes and prepares correspondence on matters where policies and procedures are well defined. Corresponds with staff and families under four different email addresses: personal NCCS account, Information Services, Student Registration, and Infinite Campus (IC) information. Screens callers or visitors to determine the nature of the inquiry and refers them to the appropriate party or office; answers inquiries as appropriate. Explains established program policies and procedures to the general public/clients and obtains routine information for program purposes. Clearly communicates with families about policies and works with district attorneys if needed. Answers telephone and gives out information. Also, answers voicemails that parents leave for Information Services. Manages 5 different phone lines in Information Services/Registration. Document and Record Management: Distributes completed STAC forms to appropriate NCCS staff. Maintains and updates database/spreadsheet records. Manages NCCS help desk tickets from staff members. Processes registrations, portal request changes, and demos (requests for changes in student demographic or enrollment information). Updates addresses in Infinite Campus (IC) and manages private & parochial school census. Completes enrollment count weekly and distributes to NCCS staff. Creates new staff and student accounts. Changes employees' rights in Infinite Campus (IC) when they change buildings or positions. Pulls IEP and 504 reports from Frontline and manages document flags. Adds summer school enrollments. Manages student ID sheet and enrollment chart for all elementary schools. Scheduling and Organizational Tasks: Schedules conferences, meetings, and makes travel arrangements; schedules on the Information Services calendar. Establishes and maintains confidential and general office files. Monitors and tracks the status of program activities. Monitors supplies and orders as necessary. Reviews Community Eligibility Program (CEP) forms to determine if students would be eligible for free or reduced meals based on income and maintains records related to CEP eligibility. Financial and Administrative Duties: Checks, codes, and processes requisitions, claims, and bills. Manages and submits purchase orders in nVision and with vendors. Collects and gathers information to be used as a basis for reports and memoranda and prepares summaries. Updates families on the transitional housing list (McKinney-Vento). Manages opt-out preferences for families. Transmits instructions from the supervisor to staff and follows up to ensure deadlines are met; reminds colleagues of deadlines and follows up when tasks have not been completed in a timely manner FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Good knowledge of modern office terminology, procedures, equipment and business English; Good knowledge of the organization, functions, laws, policies and regulations, and terminology of the agency to which assigned; Ability to handle routine administrative details independently; Ability to operate a personal computer and utilize common office software programs including word processing, spreadsheet and databases at an acceptable rate of accuracy and speed; Ability to prepare and maintain program records and routine reports; Ability to communicate effectively both orally and in writing; Ability to establish and maintain effective working relationships with others; Ability to organize and maintain office files; Ability to collect information from various sources for program operations; Physical condition commensurate with the demands of the position. MINIMUM QUALIFICATIONS: OPEN-COMPETITIVE: EITHER: A. Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an Associate's degree in secretarial science or a closely related field and one (1) year of clerical experience which involved the operation of a computer for word-processing, database or spreadsheet applications; OR, B. Graduation from high school or possession of a high school equivalency diploma and three (3) years of experience as defined in (a). PROMOTIONAL: Twelve (12) months' permanent competitive status as a Senior Typist or Senior Keyboard Specialist. Juris. Class: Competitive ACCS Adopted: Revised: 10/05

Created: 2026-03-04