Executive Secretary to the Business Manager

EXECUTIVE SECRETARY TO THE BUSINESS MANAGER

Location:

Mechanicville City School District- Business Office Hours:

8am-4pm (Monday-Friday) Start date: ASAP Salary 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. Job Qualifications

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS

Knowledge of NYS school district operations preferred; strong understanding of confidentiality requirements in personnel matters; proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with school financial and HR software systems preferred (e.g., nVision, Frontline, SchoolTool, RecruitFront);excellent organizational and time-management skills; ability to work independently and exercise strong judgment; high attention to detail and accuracy.

MINIMUM QUALIFICATIONS EITHER

a) Graduation from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees with an Associate's Degree; AND three (3) years of experience in a school district office or human resources office setting. OR b) Graduation from high school or possession of a high school equivalency diploma; AND five (5) years of experience in a school district office or human resources office setting. Typical Work Activities are intended only as illustrations of possible types of work that might be appropriately assigned to an incumbent of this title. Work activities that do not appear are not excluded as appropriate work assignments, as long as they can be reasonably understood to be within the logical limits of the job.

Notice to candidates:

This vacancy will be filled by a certified list provided by Mechanicville City Civil Service. Should no certified list be available, candidates appointed to this position will serve in a provisional appointment in accordance with New York State Civil Service Law. The candidate must successfully complete a competitive examination and be eligible for appointment in accordance with Civil Service Law. A fingerprint-supported criminal history background check is required by law for employment in New York State Schools.

Position Start Date:

06/02/2026

Application Deadline:

05/26/2026

Civil Service Title:

Executive Secretary to the Business Manager