Job Posting

Job Opening Information MANAGEMENT ASSISTANT (Educational Services Center), F-T position, 12 months/yr.

Job Number
Application Deadline
Position Start Date

Position Title
MANAGEMENT ASSISTANT (Educational Services Center), F-T position, 12 months/yr.
Required Application Type
School Related Personnel
Salary/Pay Scale
According to Board Approved range
Job Description

The Management Assistant, under minimum supervision, performs a variety of office management and clerical duties in support of the Director of Finance.

Essential Duties: Within the limits of authorized BOCES policies, procedures, programs and budgets, is responsible for, and has commensurate authority to accomplish the duties set forth below:

  1. Prepares a variety of letters, forms, memos and reports from composition, general notes and dictation; copies and distributes these items as appropriate (this includes items of a confidential or sensitive nature).

  2. Makes arrangements for travel and accommodations, appointments, conferences and meetings.

  3. Assists in the coordination and distribution of information for RASHP, RASWCP, SBC) and WSBO meetings.

  4. Provides administration for the Director of Finance's office by updating and maintaining records and files; and opening, reviewing and distributing mail.

  5. Maintains and processes the Petty Cash Account for Central Office.

  6. Processes and distributes service requests and cross contracts; prepares and mails data concerning initial service requests to non-public schools and BOCES.

  7. Daily, records absences and prepares attendance reports.

  8. Monthly, prepares bank reconciliations for all accounts and tracks outstanding checks.

  9. Updates annual lease agreements, prepares corresponding purchase orders and authorizes and tracks lease payments.

  10. Coordinates and updates insurance renewal information as needed.

  11. Coordinates Certificates of Insurance and W-9s for programs, as necessary.

  12. Prepares draft recommendations for Administrative Services Co-Ser budgets.

  13. Coordinates the collection of all annual budget materials and compiles for publication.

  14. Responds to and resolves day-to-day issues and activities when the Director of Finance is unavailable.

  15. Coordinates and updates all Co-Ser submissions as required by the State Education Department. Assists the Department Director in developing and initiating a Co-Ser program.

  16. Coordinates and processes insurance liability and student accident claims with insurance company.

  17. Reviews Vendor Change Reports quarterly and identifies any discrepancies.

  18. Acts as alternate for the Internal Claims Auditor.

  19. Contacts landlord for any maintenance issues for leased sites.

  20. Coordinates and processes insurance paperwork for outside groups.

  21. Completes various State reporting through the SAMS website.

  22. Reviews, evaluates and recommends revisions in job methods to improve work flow, simplify procedures or effect operating cost reductions.

  23. Consults with the Director of Finance to develop and independently implement policies and procedures.

  24. Monthly, prepares and mails correspondence on past-due accounts.

  25. Creates Excel spreadsheets to track various topics.

  26. Other duties as assigned by the Director of Finance.

Civil Service Title
Management Assistant (Competitive)
Job Qualifications

Must possess or meet requirements for Civil Service title of Management Assistant (Competitive).  

Knowledge: Civil service tested and approved. Thorough knowledge of office terminology, practices and methods; good knowledge of the principles and practices of account keeping and budget control; working knowledge of principles and practices of purchasing and inventory control; ability to prepare correspondence and reports, ability to collect and compile budget data and make budget estimates; ability to prepare narrative and/or tabular reports; ability to review, evaluate and recommend revisions in work methods and procedures; ability to make assessments of program function; ability to isolate needs and develop solutions; ability to maintain departmental filing and retention systems; ability to read, comprehend and apply departmental rules and regulations; and the ability to develop grant applications.

Experience: A. Five (5) years of paid full-time or its part-time equivalent professional experience responsible for project or program management, office management or program or project development and implementation; or

  1. Graduation from a regionally accredited or New York State registered college or university with an Associate's degree, plus three (3) years of professional experience as defined in A above; or
  2. Graduation from a regionally accredited or New York State registered college or university with a Bachelor's or Master's degree, plus one (1) year of professional experience as defined in A above; or
  3. Any equivalent combination of training and experience as defined by the limits of A, B, and C above.

Skills/Aptitudes: Strong personal computer skills (including Excel, Word, Outlook; WinCap desirable); good judgment; ability to establish and maintain effective working relationships; initiative; tact; integrity; attention to detail; good mathematics, organizational and written/verbal communication skills; and the ability to ensure confidentiality on sensitive matters.

Application Procedure

Please apply online at:

Please refer to above Required Application Type to complete before applying.

Job Category
Job Location
District Wide

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