Executive Secretary to the Business Manager

Executive Secretary To The Business ManagerLocation: Mechanicville City School District- Business OfficeHours: 8am-4pm (Monday-Friday)Start date: ASAPSalary will commensurate with experience and benefits per the managerial confidential agreement.Distinguishing Features Of The Class The work involves serving as a highly responsible and confidential administrative professional, providing executive-level support to the Mechanicville City School District's Business Manager. The position reports to and exists under the direction and supervision of the Business Manager. This position also performs human resource-related duties in support of district operations, ensuring compliance with New York State Education Department (NYSED) regulations, New York State Civil Service Law, collective bargaining agreements, and Board of Education policies. The role requires discretion, independent judgment, strong organizational skills, and knowledge of school district financial and human resource operations. Does related work as required.Typical Work Activities (Illustrative only)Executive & Administrative Support Provides direct administrative support to the Business Manager; Prepares, drafts, and proofreads correspondence, reports, Board agenda items, and presentations on behalf of the Business Manager; Maintains confidential files for non-instructional staff including personnel, contractual, financial, and legal records; Coordinates meetings, prepares minutes, and manages the Business Manager's calendar; Serves as liaison between the Business Office, district administrators, staff, vendors, and external agencies; Assists in the preparation of annual budget documents and financial reports; Maintains and monitors purchasing documentation, contracts, and bid records; Prepares invoices (accounts receivable).Human Resources Functions Assists with recruitment processes, including posting non-instructional vacancies, screening applications, and scheduling interviews; Prepares new hire paperwork and onboarding materials for all staff; Communicates new hire information (name, start date) to Helpdesk and other departments; Serves as the Records Management Officer in compliance with NYS record retention requirements; Serves as the Deputy Purchasing Agent; Processes civil service documentation and coordinates with local Civil Service agencies as needed; Assists with payroll documentation, benefits enrollment, leaves of absence, and workers' compensation paperwork for all staff; Maintains non-instructional seniority lists and supports collective bargaining agreement administration; Serves as point of contact for all retiree health insurance questions; Prepares confidential correspondence from the Business Manager, related to employment matters; Supports annual non-instructional staff evaluation documentation processes.Compliance & Regulatory Support Ensures adherence to: NYS Education Law NYS Civil Service Law Board of Education policies Collective bargaining agreements Maintains accurate records for audits and state reporting; Assists in preparation for internal and external audits.