Office Specialist

The Utica City School District is accepting applications for the title Office Specialist

Location: Administrative Building

Civil Service Classification: Competitive

Residency Requirement: City of Utica

The Utica City School District’s mission is to ensure that all students succeed and are well-rounded, with knowledge, skills, and character to be productive members of society.

The District’s vision is that students can reach their goals and find academic success through a variety of pathways and with different levels of support. 

About the Utica City School District:

The Utica City School District serves a community of approximately 64,500 city residents in an urban and multi- cultural environment with a current enrollment of roughly 9,644 students in its 13 schools __ Proctor High School, Donovan Middle School, JFK Middle School and 10 elementary schools. The District’s greatest asset is its diversity, with more than 50 languages spoken and 16% of students being English language learners. 

Elementary -  The District’s elementary schools integrate a vibrant curriculum across all grade levels and subject areas, aligning with the New York State Learning Standards. The District is also investing in the realignment of math goals, instruction and curriculum to focus on research-based best practices in mathematics that are proven to increase student performance outcomes. In all subject areas, there is an understanding that developing foundational skills will support students in bridging gaps in learning. Students are provided with a well-rounded curriculum focused on fostering academic and social/emotional competencies that will carry them through their academic career.

Middle School -  The focus at the District’s middle schools is to ensure that students are provided with equitable opportunities to successfully transition from elementary to high school. Both middle schools offer opportunities for students to succeed at every learning level, with dedicated classes for English Language Learners and students with disabilities, as well as honors/advanced studies. The Family and Career Sciences and Technology programs have incorporated science, technology, engineering and math topics into each curriculum to help prepare students for the Career and Technical Education opportunities available at the high school.

High School - Proctor High School provides numerous avenues for students to achieve the District’s vision. This is accomplished through supportive and adaptive special education and English language learner programming, a robust honors and Advanced Placement curriculum, and partnerships with post-secondary institutions including Mohawk Valley Community College and Syracuse University’s Project Advance. Most recently, the District unveiled our latest initiative at a ribbon-cutting ceremony: innovative Career and Technical Education programming for UCSD high school students in the brand new CTE wing at Proctor High School. Proctor’s Naval Junior Reserve Officers Training Corp (NJROTC), music, art and drama programs, along with numerous extracurricular activities and athletics, offer additional avenues to showcase students’ talents and interests and support them throughout their school experience.

DISTINGUISHING FEATURES OF THE CLASS:

The incumbent in this class performs complex office and clerical functions. The incumbent is required to work with and process a variety of different computer and software programs and applications. Responsibilities include recording, editing, storing, revising statistical accounting, and a variety of other forms of data as well as developing, maintaining, and filing of reports, records and billing information. Duties may involve state and federal reporting and record keeping responsibilities, billing, public contract and/or work of a confidential nature. Detailed instructions are provided for new or difficult assignments. The duties are performed under general supervision with the work reviewed by immediate observation, cross checking, periodic or spot checks or by another step in a clerical process. Supervisors are available for consultation on new of difficult assignments. Does related work are required. 

TYPICAL WORK ACTIVITIES: (Illustrative only) 

Types, sorts, processes and files correspondence, reports, memoranda, forms, payrolls, and related materials, bills, invoices, vouchers, records, etc.; 

Incumbent is responsible for maintaining and invoicing, billing and payment records for state and federal aid and grant programs; 

Prepares for copy office documents, both from draft and independently, which include, but are not limited to letters, reports, memoranda, contracts, vouchers, forms, reports, and related material; 

Operates various office equipment to include computers, scanners, fax machine, internet, etc.; Research and utilize internet sites, forms and materials relative to the functions, duties and responsibilities of the department assigned to; 

Answers telephone, coordinates office functions, maintains calendar for supervisor and office deadlines, takes messages; 

Receives, sorts and processes mail; 

Orders inventories and issues supplies; 

Maintains and organizes office folders and data; 

Receives, greets, and provides information and assistance to the general public; 

Works independently to increase office effectiveness. 

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS: Thorough knowledge of office terminology, procedures and equipment; thorough knowledge of basic arithmetic and English; thorough knowledge in the use of computers; ability to interface with, use and research from internet resources and related internet applications; ability to produce accurate copy of office documents; ability to work and positively interact with multicultural communities and backgrounds; ability to understand and follow oral and written directions; ability to establish and maintain good working relationships with others; ability to type a minimum of thirty-five (35) words per minute on a computer keyboard; tact and courtesy; dependability. 

MINIMUM QUALIFICATIONS: 

(A) Graduation from a regionally accredited of NYS registered college or university with an 

Associate Degree in secretarial science, business or a closely related field; OR 

(B) Graduation from high school or possession of a high school equivalency diploma and 

three (3) years of experience as an office secretary in a moderate to large size business or educational institution. 

SPECIAL REQUIREMENT: All candidates who pass the written exam must also pass a typing/keyboarding performance test at 35 wpm. 

 Additional Requirements:

• Applicants must be appointed based on eligibility list from Civil Service. If no list exists, applicants are appointed provisionally and must pass the civil service exam when it is administered;
• Fingerprinting Clearance - see additional information on our website under the Department of Human Resources
• Must comply with Civil Service Law; and,
• Must be a resident of the City of Utica.

Please Note: The Utica City School District is affiliated with the City of Utica Department of Civil Service. For additional information regarding civil service, please visit our website at www.uticaschools.org and select "Civil Service" under the Department of Human Resources. 

We are an Equal Opportunity Employer which fully and actively supports equal access for all regardless of Race, Color, Weight, National Origin, Ethnic Group, Religion, Religious Practice, Disability, Sexual Orientation, Gender, Age, Veteran Status or Genetic Information. 

Salary : $55,540 - $73,358