Title - Board Clerk
Location - Central Office, Castleton, NY
Intro
Here at Questar III BOCES, we believe in changing lives, realizing dreams and doing together what can’t be done alone. Our vision is that of creating a student-centered culture and putting students first. Our core values include a commitment to excellence by honing our craftsmanship to deliver high-quality work, a commitment to leadership & service by moving the organization, departments and school districts forward by exceeding client expectations, and a commitment to innovation by creating programs and services to address client needs AND by continuously improving our programs and operations. We believe that organizational excellence is best achieved when leadership is reflective of our diverse society.
About
QUESTAR III BOCES is seeking a Board Clerk to serve as an officer of the Board of Cooperative Educational Services (BOCES) and performs the duties associated with the role of Clerk of the Board, including the preparation and coordination of Board agenda materials, preparation and submission of official Board minutes, required notices, correspondence, and other official Board-related functions.
This high profile and pivotal position provides confidential, high-level administrative and secretarial support to the District Superintendent and Executive Office. The incumbent exercises professionalism, discretion, sound judgment, and attention to detail in carrying out assigned responsibilities.
Responsibilities
Board Agenda and Meeting Records
Coordinates the accurate and timely preparation and submission of agenda items and supporting materials for meetings of the Board of Cooperative Educational Services. Prepares clear, concise, and accurate minutes of Board meetings and ensures their timely completion and distribution. Serves as the Board officer for the official opening of bids and prepares Board-related correspondence, reports, and other documentation as required.
Board Meetings and Communications
Attends all Board meetings and prepares and distributes required notices and announcements in accordance with applicable laws, regulations, policies, and procedures. Provides official notification to staff regarding Board actions affecting their positions or employment status. Coordinates the timely flow of information and materials throughout the organization to ensure that the Board receives complete and accurate information necessary to conduct its business.
Executive Office Administrative Support
Provides comprehensive administrative and secretarial support to the District Superintendent and Executive Office. Responsibilities include maintaining files and records, retrieving information, preparing correspondence and reports, tracking deadlines, and ensuring timely follow-up and completion of assigned matters.
Organizational Knowledge and Professional Communication
Maintains a thorough working knowledge of the BOCES organization, policies, procedures, and operations. Communicates with Board members, staff, school districts, governmental agencies, members of the public, and other stakeholders with professionalism, courtesy, tact, and diplomacy. Ensures that requests for information are addressed accurately and promptly.
Correspondence, Scheduling, and Meeting Coordination
Receives, reviews, processes, and distributes incoming correspondence as directed by the District Superintendent. Maintains the District Superintendent's schedule and coordinates appointments, conferences, meetings, and related arrangements.
Confidentiality and Records Management
Maintains, files, distributes, and safeguards confidential and sensitive information in accordance with applicable laws, regulations, policies, and organizational procedures. Exercises discretion and sound judgment in handling personnel, Board, legal, and other confidential matters.
Reports, Records, and Compliance
Assists in the preparation of reports and maintains accurate and appropriate records necessary to support compliance with applicable laws, rules, regulations, policies, and procedures governing BOCES operations and Board activities.
Additional Responsibilities
Performs other related duties and responsibilities as assigned by the District Superintendent.
Authority
Delegated Authority
Authorized to act on behalf of the District Superintendent, when specifically delegated, on matters pertaining to assigned duties and responsibilities.
Clerk of the Board Authority
Authorized to serve and act as Clerk of the Board of Cooperative Educational Services in all matters for which applicable law, regulation, Board policy, or delegation by the District Superintendent establishes duties, responsibilities, or authority for that position.