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Putnam County

Personnel Department

PRINCIPAL OFFICE ASSISTANT I

DISTINGUISHING FEATURES OF THE CLASS This class is characterized by high degree of responsibility calling for mature office judgment, including the proper handling of confidential materials, and knowledge of law, rules and regulations relating to New York State school districts, as well as the policies and procedures of the school district in which the position is located. Responsibilities are varied and difficult and include planning and administering activities on a moderately large scale, independently performing difficult and complex tasks, and exercise of higher-level independent judgment in the handling of non‑routine situations and information. Secretarial duties may also be involved. Use of a computer is required to perform the work, and accuracy is essential. Considerable contact and interaction with school administrators, teachers, school personnel, students and parents are involved. The Principal Office Assistant I is distinguished from the Senior Office Assistant II by the greater complexity of related duties, by supervision of a number of subordinate office employees, or by a combination of those factors. Performs related work as required.

TYPICAL WORK ACTIVITIES: (Illustrative only)

  • Provides support to administrator(s);
  • Performs detailed confidential clerical work in the maintenance of complex records, files and other source documents;
  • Receives telephone calls, answers questions and refers calls to proper person;
  • Makes referrals according to office policies and procedures, and regulations and policies relating to the school;
  • Keeps administrator(s) informed and up-to-date on any changes in regulations and policies relating to the school or district;
  • Makes appointments and schedules for school officials, and establishes priorities for submission to administrator(s);
  • Receives and directs visitors to the office;
  • Maintains and/or coordinates the maintenance of office files, records, and other data;
  • Coordinates and prioritizes office processing and clerical functions involving considerable internal and external communication by letter, telephone, electronic and web-based communications, etc.;
  • Produces forms and routine correspondence, i.e., requisitions, certificates, absentee and tardy listings, accident forms, purchase orders, asset tags, agenda, minutes, evaluations, transcripts, invoices, vouchers, bulletins and form letters involving suspensions, infractions, detention, tardiness, etc.;
  • Prepares reports, documents and other materials for school district officials, as required;
  • Collects and compiles a variety of information and data to be used in reports, databases, web-based communications, etc., and prepares such information and data in final form, in accordance with needs and instruction from school district personnel and officials;
  • Assists in department budget preparation, secures budget estimate data, and forecasts and conducts budget studies;
  • Uses computer applications such as spreadsheets, word processing, calendar, e-mail and database software in performing work assignments;
  • Operates a variety of business office machines such as computers, copying machines, calculators, scanners, etc.;
  • Audits, checks and reviews data, records, reports etc. for accuracy, completeness, and conformity with established procedure, and answers difficult questions related thereto;
  • Instructs new employees in the routine and specialized work of the department, and assigns and reviews work;
  • Conducts correspondence independently or composes with administrative judgment for official signature, as required;
  • May prepare bid packages, Requests For Professional Services, and other bid documents;
  • May coordinate purchases, record keeping and account monitoring for a unit or division of the school district;
  • May maintain attendance records for staff;
  • Performs a variety of related activities as required.

Typical Work Activities are intended only as illustrations of possible types of work that might be appropriately assigned to an incumbent of this title. Work activities that do not appear above are not excluded as appropriate work assignments, as long as they can be reasonably understood to be within the logical limits of the job.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS Thorough knowledge of office terminology, procedures and equipment; thorough knowledge of the policies, laws, rules and regulations relating to the program of the agency in which the business is located insofar as it is necessary for the proper acknowledgment of the duties; thorough knowledge of business arithmetic and English; ability to plan and direct the work of others; ability to operate an alphanumeric keyboard at an acceptable rate of speed; ability to use computer applications such as spreadsheets, word processing, calendar, e-mail and database software; ability to set up appropriate forms, charts and other tabular listings;  ability to prepare correspondence, reports and other materials; ability to follow complex oral and written instructions; ability to communicate effectively, both orally and in writing; ability to establish and maintain effective working relationships; accuracy; resourcefulness; initiative; good judgment.

MINIMUM QUALIFICATIONS:

Graduation from high school or possession of a comparable diploma and four (4) years of progressively responsible clerical experience which included use of computer word processing software, one (1) year of which shall have been in a supervisory or responsible capacity.

SUBSTITUTION NOTE: Post-secondary level education may be substituted for the required experience indicated above on the basis of thirty (30) college credits per year of experience.

PLEASE 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.

SPECIAL REQUIREMENT:  Depending on assignment, an incumbent of this class may be required to obtain and maintain appointment as a New York State Notary Public.

SPECIAL REQUIREMENT FOR APPOINTMENT IN SCHOOL DISTRICTS: In accordance with the Safe Schools Against Violence in Education (SAVE) legislation, Chapter 180 of the Laws of 2000, and by the Regulations of the Commissioner of Education, candidates for appointment in school districts must obtain clearance for employment from the State Education Department prior to employment based upon a fingerprint and criminal history background check.

 

3/12; 4/21

Competitive Class

School Specs

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Mission Statement

Our mission is to administer, in a fair and equitable manner, the provisions of New York State Civil Service Law and Putnam County Civil Service Rules with respect to the offices and employments in the classified service of Putnam County and the civil divisions therein, which include the towns, villages, school districts, libraries and special districts.

It is Putnam County Personnel Department’s responsibility to ensure Putnam County taxpayers of a public workforce qualified for their jobs pursuant to the principles of selection according to merit and fitness as set forth in Article 5, §6 of the New York State Constitution.

  • Paul Eldridge

    Personnel Officer

Putnam County Office Building

40 Gleneida Avenue
Carmel, New York 10512

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