The White Plains City School District has an Anticipated Vacancy for Office Assistant II to assist in the Purchasing and Transportation Department.

Knowledge of NYSIR, Data Privacy Agreements and Contracts preferred.

A minimum of two (2) years experience with Microsoft Office (Excel, Word) and Outlook preferred.

Bilingual preferred; the ability to understand, to make oneself understood to all Spanish speaking individuals, as well as able to read and write Spanish proficiently.

Minimum Acceptable Training and Experience:

Possession of a high school or equivalency diploma and either:

A) Two (2) years of general office experience involving the use of automated equipment for word processing; or

B) Satisfactory completion of one (1) year of a business program at an approved college*, business or secretarial school which must have included course work in word processing and one (1) year of experience as stated in (A); or

C) Satisfactory completion of a training course in word processing can be substituted on a month-by-month basis for the training and/or experience as stated in A) or B).

NOTE: Data entry experience may not be substituted for the above required word processing experience.

General Statement of Duties:

Performs a wide variety of office support, clerical, and word processing tasks; does related work as required.

Distinguishing Features of the class:

Work involves specialized clerical and data management as well as communication with vendors, BOCES, parents, school staff and bus companies regarding student transportation. The exercise of independent judgment is required in accordance with established policies and procedures and office rules.

Examples of work: (ILLUSTRATIVE ONLY)

Enters and sets up data using personal computers with internally stored word processing and other office automation software and systems applications as well as appropriate procedures to produce correspondence, forms, technical material, reports, bulletins, statistical data, informational material, and other departmental data.

Proofreads finished copy for accuracy, formatting and completeness. Sets up automated filing systems using system software applications for the storage and optional retrieval of data input. Maintains accurate and complete office records and files. Maintains the security and confidentiality of all office records and files. Compiles information from manual and automated records for routine reports.

Complete purchase order contracts and include all elements, verifying insurance or issuance of an insurance waiver, attach to nVision and vendor files. Verifying of the District's insurance for all vendors.

Attach all complete and approved insurance to the vendor files in nVision and in each RFP/RFQ/Bid file.

Create electronic files for all vendors to include all contracts, awards, letters, checklists, insurance, DPA, NYSED fingerprints and Medicaid forms. Keeping files current and updated.

Typing and emailing or mailing of all award and renewal letters, create files and file check list for completion

Filing, assist with phone communication, create all tax-exempt forms, create new vendors and update vendors in nVision, scanning of all Capital files into new Capital cloud folders and any other additional duties as needed

Provides support to the transportation supervisor and the transportation assistant.

Assists the Transportation Department with Childcare forms, Nonpublic applications, Kindergarten forms, Bus conduct reports, Medicaid forms, Field trip requests, etc.

Arranges for the transportation of all eligible students; Updates student directories from prior school year; Prepares data to be mailed to students; Communicates with parents, school administrators, and bus contractors in person and by telephone regarding transportation matters; Prepares transportation correspondence and maintains office records and files;

Performs other tasks or duties as required.