Job Opportunities - Mechanicville City School District

Clerical Openings

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Position Title	Job Number	Job Description	Pay Scale
Executive Secretary to the Business Manager		EXECUTIVE SECRETARY TO THE BUSINESS MANAGER Location: Mechanicville City School District- Business Office Hours: 8am-4pm (Monday-Friday) Start date: ASAP Salary will commensurate with experience and benefits per the managerial confidential agreement. DISTINGUISHING FEATURES OF THE CLASS The work involves serving as a highly responsible and confidential administrative professional, providing executive-level support to the Mechanicville City School District’s Business Manager. The position reports to and exists under the direction and supervision of the Business Manager. This position also performs human resource-related duties in support of district operations, ensuring compliance with New York State Education Department (NYSED) regulations, New York State Civil Service Law, collective bargaining agreements, and Board of Education policies. The role requires discretion, independent judgment, strong organizational skills, and knowledge of school district financial and human resource operations. Does related work as required. TYPICAL WORK ACTIVITIES (Illustrative only) Executive & Administrative Support Provides direct administrative support to the Business Manager; Prepares, drafts, and proofreads correspondence, reports, Board agenda items, and presentations on behalf of the Business Manager; Maintains confidential files for non-instructional staff including personnel, contractual, financial, and legal records; Coordinates meetings, prepares minutes, and manages the Business Manager’s calendar; Serves as liaison between the Business Office, district administrators, staff, vendors, and external agencies; Assists in the preparation of annual budget documents and financial reports; Maintains and monitors purchasing documentation, contracts, and bid records; Prepares invoices (accounts receivable). Human Resources Functions Assists with recruitment processes, including posting non-instructional vacancies, screening applications, and scheduling interviews; Prepares new hire paperwork and onboarding materials for all staff; Communicates new hire information (name, start date) to Helpdesk and other departments; Serves as the Records Management Officer in compliance with NYS record retention requirements; Serves as the Deputy Purchasing Agent; Processes civil service documentation and coordinates with local Civil Service agencies as needed; Assists with payroll documentation, benefits enrollment, leaves of absence, and workers’ compensation paperwork for all staff; Maintains non-instructional seniority lists and supports collective bargaining agreement administration; Serves as point of contact for all retiree health insurance questions; Prepares confidential correspondence from the Business Manager, related to employment matters; Supports annual non-instructional staff evaluation documentation processes. Compliance & Regulatory Support Ensures adherence to: • NYS Education Law • NYS Civil Service Law • Board of Education policies • Collective bargaining agreements Maintains accurate records for audits and state reporting; Assists in preparation for internal and external audits.

The Mechanicville City School District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment on the basis of actual or perceived race, color, creed, sex, sexual orientation, national origin, religion, age, economic status, marital status, veterans' status, political affiliation, domestic victim status, use of a guide dog, hearing dog or service dog, disability, or other classifications protected under federal or state law, and provides equal access to the Boy Scouts and other designated youth groups. The designated district compliance officer(s) will coordinate compliance with the nondiscrimination requirements of Title VI and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, the Americans with Disabilities Act of 1990, as amended, the Boy Scouts of America Equal Access Act, and the New York State Human Rights Law. The Mechanicville City School District's Civil Rights Compliance Officer is: Taryn Breen, Mechanicville City School District, 25 Kniskern Ave, Mechanicville, NY 12118; phone: 518-664-5727, email: tbreen@mechanicville.org. Complaints may also be filed with the Office for Civil Rights, New York Office, U.S. Department of Education, 32 Old Slip, 26th Floor, New York, NY 10005- 2500, phone (646) 428-3800, fax (646) 428-3843, email: NewYork@ed.gov.