Baldwinsville CSD is seeking an experienced candidate for the position of Administrative Aide in the Office of Curriculum & Instruction. The Administrative Aide is integral to maintaining efficient office operations and providing essential administrative support with day-to-day operations for students, staff, and administrators. The major responsibility of this position is acting as the District Registrar.
Responsibilities and essential duties include, but are not limited to the following:
1. Registers new students, verifies residency, requests records, assists withdrawing students, and sends records as needed. Contacts and/or corresponds with other schools or agencies to complete student registration and records. Must be able to coordinate an online registration system.
2. Maintains student records, related school records, transcripts, reports, databases, and correspondence records as needed. Performs duties in applicable programs to complete enrollment data.
3. Ability to review and understand divorce decrees, custody orders, McKinney Vento Act (rights of homeless families), the rights of ELL (English Language Learners) families and other legal documents. Must work as needed with all school designated personnel and other outside agencies.
4. Accurately maintains information related to student enrollment, promotion, retention, dropout, and graduation as applicable. Updates and purges student records as necessary and required by state and federal law.
5. Maintains My Learning Plan (Frontline) database as it pertains to department functions, including professional development days and curriculum work sessions.
6. Assists administrators in professional development set up.
7. Assists administrator in maintaining student teacher placements, affiliation agreements, and responding to emails from students and coordinators.
8. Processes department accounts payable, orders textbooks and supplies.
9. Assist with new staff orientation set up and ordering of supplies.
10. Assist the administrator with residency and custody investigations, including mailing letters, obtaining documents, working with the Truancy Officer, and setting up meetings.
This position is a competitive class position with Onondaga County Civil Service. The successful candidate will be required to meet the qualifications as outlined below and be eligible to be appointed from a qualified list from the next administered Administrative Aide exam (unless the position is classified as a HELP position prior to an exam being given).
Minimum Qualifications:
A. Graduation with an Associate's Degree from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees; or,
B. Two (2) years of work experience, or its part-time equivalent, assisting in the administration of a municipal program or agency; or,
C. Two (2) years of clerical work experience, or its part-time equivalent, in other than an entry level clerical position.
Additional Qualifications:
1. School district registrar experience preferred.
2. Ability to perform duties in a courteous and professional manner. Meets, greets, and deals effectively with the public, staff members, students, parents, administrators, and other contact persons using tact and good judgment.
3. Ability to maintain confidentiality in all aspects of the position.
4. Ability to exhibit interpersonal and collaboration skills to work as an effective team member.
5. Ability to respond to inquires, requests, concerns, and complaints in a timely and positive manner.
6. Ability to effectively multi-task, have excellent time management skills, and the ability to effectively plan and meet project deadlines.
7. Has general knowledge of office equipment, i.e., copiers, scanners, multi-line phone systems, and intercoms. Knowledge of email systems, google suite products, and the ability to learn new software systems.