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The Pittsford Central School District is seeking counseling office secretary for Mendon High School. This is a 12-month, 260 work days, Monday–Friday, 7:30am–4:00pm position. This is an entry-level secretarial position responsible for performing routine secretarial tasks. The use of a personal computer for word processing and database entry is an integral part of this position. The successful employee will serve as secretarial support to the building counseling department. The work is done in accordance with well-defined objectives, policies and procedures, but detailed instructions are given for new or difficult assignments. The work is typically submitted in its final form and is subject to general review by superiors. Independent judgment is restricted to the application of standard procedures to specific cases. The employee reports directly to, and works under the general supervision of building administration and/or a higher-level staff member.

Typical duties of the counseling secretary may include but not be limited to:

• Support college application and search process

• Prepares and formats legal documents, certifications, authorizations, forms, and other related paperwork

• Enters and extracts data and information from a database

• Posts and maintains moderately difficult records requiring general knowledge of department or agency functions

• Schedules conferences and meetings, ensuring all participants are contacted, while resolving any scheduling conflicts;

• Type materials from copy, rough draft, or other instructions

• Prepares and types correspondence on matters where policy and procedures are well-defined

• Reviews lists, documents, and applications for completeness and accuracy

• Compiles, prepares, types, and reviews data for completeness and accuracy

• Performs searches for information in documents, records, files, and computer databases

• Maintains databases and filing systems

• Obtains and gives out information by telephone, correspondence, or in person

• Operates standard office machines such as a computer, copier, and fax machine

  Full performance knowledge, skills, abilities, and personal characteristics:

• Good knowledge of office terminology, practices and procedures

• Good knowledge of English grammar and usage

• Good knowledge of terminology, vocabulary, and letter formats used in business correspondence

• Record-keeping ability

• Ability to operate a variety of office equipment

• Ability to use a personal computer for word processing and database entry

• Ability to utilize word processing database and spreadsheet programs

• Ability to prioritize workload

• Ability to proofread for spelling, grammar, and punctuation

• Ability to establish and maintain a filing system

• Ability to understand, follow, and interpret oral and written directions

• Ability to effectively interact with the public

• Good judgment

• Ability to handle material in a confidential manner

• Physical condition commensurate with the demands of the position

Job Qualifications

The successful candidate should possess a good knowledge of office terminology, practices, procedures, and equipment; ability to acquire familiarity with district policies, laws, regulations; ability to understand and carry out relatively complex oral and written instructions; ability to communicate orally and in writing; ability to deal with the public; and good judgment.

MINIMUM QUALIFICATIONS : Graduation from high school or possession of an equivalency diploma, plus EITHER:

• Successful completion of at least thirty (30) credit hours from a college or university; OR,

• One (1) year paid full-time or part-time equivalent office clerical or secretarial experience*; OR,

• An equivalent combination of education and experience as defined by the limits of (A) and (B) above.

The successful candidate must currently hold the Monroe County Civil Service title, Office Clerk III, be reachable on the eligibility list for this title, or meet the eligibility criteria to be appointed temporarily and sit for the exam when next offered.

Civil Service Title: OFFICE CLERK III