Confidential Secretary to the Superintendent/Treasurer/PR & Benefits/Human Resources Support
Position Summary
The District is seeking a highly organized, detail-oriented, and confidential professional to serve as Confidential Secretary to the Superintendent and also fulfill the duties of Treasurer, Payroll and Benefits, and Human Resources Support. This position plays an integral role in District Office and Business Office operations and is responsible for confidential administrative support, treasury functions, payroll processing, employee benefits administration, and human resources support.
The successful candidate will possess strong organizational, communication, and technology skills; demonstrate a high level of accuracy and attention to detail; and maintain strict confidentiality when handling personnel, financial, legal, and District matters.
Confidential Secretary to the Superintendent
Primary Responsibilities:
- Provide confidential administrative and clerical support to the Superintendent of Schools.
- Screen and direct correspondence, telephone calls, visitors, and inquiries to the Superintendent's Office.
- Manage and maintain the Superintendent's calendar, appointments, meetings, and schedule.
- Prepare, draft, proofread, and distribute confidential correspondence, reports, notices, policies, regulations, contracts, and other District documents.
- Maintain confidential personnel, administrative, legal, and labor relations records and files.
- Serve as a primary point of contact for the District Office and communicate professionally with employees, Board of Education members, parents, community members, attorneys, and outside agencies.
- Assist the Superintendent and School Business Administrator with the development and preparation of the District's annual budget and other administrative projects.
- Assist with the preparation and organization of Board of Education agenda materials and provide limited administrative support to the District Clerk, as needed.
- Assist with the coordination and response to Freedom of Information Law (FOIL) requests.
- Assist with records management and retention in accordance with applicable requirements.
- Provide administrative and clerical support for District and Business Office operations.
- Performs other duties appropriate to the position as directed by the Superintendent.
Treasurer
Primary Responsibilities:
- Manage the District's cash flow, banking relationships, investments, and debt service, under the supervision of the School Business Administrator.
- Maintain financial records and reconcile bank and general ledger accounts.
- Process cash receipts, deposits, electronic payments, and other authorized financial transactions.
- Prepare monthly Treasurer's Reports and assist with year-end financial reporting.
- Assist with budget monitoring, grant accounting, ST-3 reporting, and annual audits.
- Review warrants related to the payment of District obligations.
- Maintain accurate financial records and perform assigned duties in accordance with District internal controls and applicable financial requirements.
- Ensure compliance with Board policies, New York State regulations, and internal controls.
- Perform other related duties as assigned by and under the supervision of the School Business Administrator.
Payroll & Benefits Administration
Primary Responsibilities:
- Process bi-weekly payroll for all District employees.
- Administer employee benefits, payroll deductions and employee benefits enrollments, changes, and related documentation.
- Process retirement system reporting and payroll tax filings.
- Maintain accurate and confidential payroll and employee benefit records.
- Prepare W-2s, payroll reconciliations, retirement reports, and other required payroll documentation.
- Allocate payroll expenses to appropriate budget and grant accounts.
- Respond to employee questions regarding payroll, deductions, retirement reporting, and employee benefits.
- Assist with annual audits and financial reporting related to payroll and employee benefits.
- Perform other related duties as assigned by and under the supervision of the School Business Administrator.
Human Resources Support
Primary Responsibilities:
- Coordinate onboarding and offboarding processes for employees.
- Prepare employment-related correspondence, including appointment, probationary, tenure, resignation, retirement, salary, and other personnel letters.
- Process new hire paperwork, personnel records, and employee benefit enrollments.
- Maintain confidential personnel files and employment records.
- Track employee certifications, mandatory training, leave balances, and personnel actions.
- Assist with recruitment activities, including job postings, applicant correspondence, interview scheduling, and preparation of interview materials.
- Assist with the preparation of Board of Education personnel agenda items and supporting documentation.
- Provide administrative support related to benefits, leaves, workers' compensation, employment verification, and other personnel matters.
- Serve as a backup for other District and Business Office functions as needed.
- Perform other related duties as assigned by the Superintendent or School Business Administrator.