Secretarial Assistant to the Director of Transportation

The Pittsford Central School District is looking for an Assistant to the Director of Transportation. This is a 12-month (260 work days); Monday-Friday, 7.5 hours a day position. The successful candidate will be responsible for the performance of difficult and complex clerical tasks, requiring independent judgment and decision-making. Possession of word processing, database entry, and problem-solving skills is an integral part of the position. The work is performed in accordance with general instructions regarding objectives, policies, and procedures. The work is usually submitted in its final form and is not subject to detailed or immediate review. The employee reports directly to, and works under the general supervision of, the Director of Transportation. The successful candidate should possess the civil service certification of Office Clerk II or meet the minimum qualifications and be able to sit for the Office Clerk II certification when the exam is next offered.

TYPICAL WORK ACTIVITIES: (All need not be performed in a given position. Other related activities may be performed, although not listed).

• Ability to learn applicable software associated with bus transportation
• Prepare, format, and maintain materials such as correspondence and reports
• Prepare, maintain, sort, distribute, compile, and file records in ways needed to share information
• Obtain and share information by telephone, correspondence, or in person
• Perform complex electronic searches for information in documents, records, and files
• Review a variety of complex financial and statistical records and reports for completeness and accuracy
• Enter and extract data and information from a database
• Enter information onto standard forms, production records, authorizations, certifications
• Purchase office supplies and monitor expenditures
• Operate standard office machines such as a computer, copier, and fax machine
• Maintain records of budgetary or similar transactions

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

A successful candidate should possess the following:

• Good knowledge of office terminology, practices, procedures, and equipment
• Good knowledge of business arithmetic
• Good knowledge of English grammar and usage
• Good knowledge of the techniques involved in record keeping
• Good knowledge of the techniques involved in establishing and maintaining a filing system
• Ability to use a personal computer for word processing and database entry
• Ability to conduct searches for information from various sources
• Ability to work with forms
• Ability to perform basic purchasing functions utilizing computer software
• Ability to monitor expenditures
• Ability to prepare written communication, arithmetic and standard written reports
• Ability to operate a variety of office machines
• Ability to understand and carry out complex oral and written instructions
• Ability to express oneself clearly
• Ability to readily acquire familiarity with departmental organization, functions, laws, policies and regulations
• Ability to deal with the public
• Good judgment in solving relatively complex clerical problems
• Physical condition commensurate with the demands of the position

Candidates must possess the Office Clerk II certification or must be eligible to sit for the Monroe County, Civil Service, Clerk II Exam when offered.

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 of paid full-time or 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.