"Alerted.org

Executive Secretary II

Application Deadline

12/22/2025

Position Title

Executive Secretary II

Required Application Type

School Related Personnel

Salary/Pay Scale

Starting Salary $47,000 (commensurate with exp)

Job Description

DISTINGUISHING FEATURES OF THE CLASS : This position involves responsibility for performing a variety of complex and confidential secretarial duties and more difficult office assignments for a department head. The incumbent establishes office procedures, implements policies and procedures, resolves day-to-day operational problems and organizes and coordinates the administrative activities in the department. The work involves the exercise of independent judgment in giving out information regarding departmental policies and practices and in planning the routine of an office, this position differs from that of Executive Secretary I by virtue of broader project and/or supervisory responsibilities, independence in carrying out tasks and the size of the department or unit. General supervision is received from the department head. General supervision may be exercised over a variety of clerical employees. The incumbent does related work as required.

TYPICAL WORK ACTIVITIES :

+ Serves as secretary and office manager to a department head;

+ Assists in the development of the department's budget;

+ Maintains financial records and prepares annual financial reports;

+ Collects financial and statistical data used in preparing reports, budget requests and other various studies;

+ Organizes and compiles the data for analysis by the department head;

+ Orients and trains new employees;

+ Oversees various financial accounts and ledgers and insures proper expenditures;

+ Supervises and assigns work to subordinate clerical employees;

+ Screens telephone calls to the department head and responds to appropriate inquiries;

+ Relieves department head of office detail by making appointments, receiving calls and referring them to the proper persons;

+ Answers requests for administrative information and prepares office reports;

+ Opens, reviews, sorts and distributes the mail in accordance with staff assignments;

+ Organizes and coordinates the administrative action in the department, including handling incoming correspondence and drafting responses, and researching background information;

+ Organizes, plans and schedules demanding workloads for timely completion;

+ Designs and maintains office files;

+ Schedules meetings and maintains department head's calendar;

+ May operate word processing equipment in the performance of daily tasks;

+ Performs a variety of related duties as required.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS : Thorough knowledge of office terminology, procedures and equipment; thorough knowledge of business arithmetic and English; thorough knowledge of the organization, functions, laws, policies and regulations of the agency; ability to handle office detail independently, including composition of important letters and memorandum; ability to plan and supervise the work of others; ability to understand and carry out complex oral and written directions; ability to operate word processing equipment or a microcomputer; ability to interact in a professional manner with the public regarding various concerns; ability to establish effective working relationships with a variety of people at all levels of the organization; personal integrity necessary to maintain confidentiality pertaining to office matters.

Civil Service Title

Executive Secretary II

Job Qualifications

(a) Graduation from a regionally accredited or New York State registered two year college or university with an Associate's Degree in Secretarial Science or a related field and three years of clerical experience; or

(b) Graduation from high school or possession of a high school equivalency diploma and five years of clerical experience.

(c) An equivalent combination of training and experience as defined by the limits of (a) and (b) above.

NOTE: The essential functions of this job are determined by the department/jurisdiction where the job is located.

Application Procedure

Candidates interested in applying must complete an online application. In addition, all applicants are requested to submit a current resume. This is a competitive Schenectady County Civil Service position. Candidates must meet civil service requirements for appointment. Candidates must currently hold this title or be reachable on the civil service list when available. If a list is not available, this will be a provisional appointment and the successful candidate must take the appropriate civil service examination and be reachable.

The Schenectady City School District (SCSD) has begun a period of change that seeks to transform the district and its schools. A significant level of local, state, and federal attention and investment in the Schenectady City Schools has characterized the last few years providing an incredible opportunity to ensure that all of its students graduate prepared to succeed in college or a well-paying career. Currently, the Schenectady City School District is seeking highly competent, motivated, dedicated and fully engaged individuals to accept leadership roles throughout the district's schools and Central Office to serve the academic, emotional and physical needs of approximately 10,000 students through the essential elements of the district’s Strategic Plan. The Superintendent is leading a talented and committed leadership team with the aim of moving SCSD toward world class status and preparing all students for success.

The Schenectady City School District is committed to hiring members of the protected classes and residents of the City of Schenectady. For more information on the Schenectady City School District recruitment and hiring plan, please contact the Office of Human Resources. The Schenectady City School District does not discriminate on the basis of age, color, creed, disability, marital status, veteran status, national origin, race or gender. This policy is in compliance with the Title IX of the Education amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and the Regulations and Bylaws of the Board of Education of the Schenectady City School District.

Job Category

Management Confidential

Job Location

Central Office

Additional Information