Essential Duties and Responsibilities:
Board of Education & District Clerk Responsibilities
• Required to attend all Board of Education meetings; prepare agendas, scripts, and packets; record and distribute minutes and related materials.
• Coordinate all legal notices, postings, and communications related to Board meetings, hearings, and special sessions.
• Maintain Board of Education meeting schedule in district calendars, post monthly meetings to the website, and email to staff; post in Central Office window.
• Maintain and update Board of Education policies, by-laws, contracts, litigation files, and official district records (manual and electronic).
• Responsible for maintaining Board of Education software (e.g., Diligent Community) and training appropriate personnel.
• Acts as custodian of the district seal; administer oaths of office.
• Acts as Records Access Officer, processing all FOIL requests, maintaining FOIL logs, and ensuring compliance with legal timelines.
• Accept service of litigation documents on behalf of the district.
Elections & Budget Vote
• Coordinate and manage the annual School Budget Vote and trustee elections in compliance with NYS Education Law §2121, including attendance at Nassau County Board of Elections training, arranging transportation for voting machines, working with Nassau County Board of Elections to create ballots, have ballots printed once approved by Nassau County Board of Elections, scheduling and communicating with election workers, preparing and posting legal notices, handling voter registration processes, preparing candidate packets each January, sending canvass letters, scheduling workers, and managing food order forms.
• Monitor and maintain election materials and supplies.
• Work with BOLD Election Management System and coordinate absentee ballots
• Oversee all election-day operations and ensure compliance with all statutory requirements.
Superintendent & Administrative Support
• Compose confidential correspondence, reports, memoranda, and other documents.
• Organize activities and schedules for the Superintendent and Board of Education (meetings, hearings, travel/accommodations, special events, etc.).
• Support the Superintendent with administrative functions, correspondence, incoming mail, office supplies, purchase orders, and payment processing.
• Process reimbursements and American Express charges for the Superintendent and Board of Education.
• Perform research for special projects as assigned.
• Act as liaison to the PTA, community organizations, and community leaders.
Departmental Support
• Support the Office of Human Resources, including working with confidential contracts and negotiations materials for the Assistant Superintendent for Human Resources.
• Support the Office of Curriculum & Instruction as needed.
Special Event Coordination
• Assist in organizing district events such as Plainedge Pride Day, Season of Lights, and Superintendent’s Conference Day.
Facilities & Meeting Setup
• Enter ML Work Orders to arrange Library Classroom A and HS ILC setups for Board of Education Executive Sessions and Regular Business Meetings.
• Assist physical set up meeting spaces as needed.
• Ensure refreshments and meeting supplies (including stocked water) are available.
• Coordinate “Student Spotlight” attendees, send invitations to parents
• Purchase flowers for tenure recipients in May
• Purchase retirement clocks for retirees at June meeting
General
• Establish, build, and maintain positive, professional relationships and interactions at all levels.
• Maintain confidentiality and professionalism in all aspects of the role.
• Perform other related duties as assigned.
Minimum Qualifications:
• Associate’s degree in secretarial science, business administration, or related field (or High School diploma with additional experience).
• At least five years of increasingly responsible administrative experience, preferably in a school district or educational setting.
• Strong organizational, communication, and interpersonal skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and experience with Board meeting software (e.g., Diligent Community, BoardDocs).
• Knowledge of NYS Education Law §2121, Robert’s Rules of Order, and FOIL requirements.
• Notary Public certification preferred.
• Capacity to meet the physical demands of the role.
• Ability to communicate clearly and effectively, verbally and in writing.
• Positive attitude and flexible approach.
Requisite Skills & Abilities:
• Exceptional attention to detail and time management skills.
• Ability to manage multiple priorities under strict deadlines.
• Discretion in handling sensitive and confidential matters.
• Professional demeanor in all interactions with Board members, staff, and the public.
• Ability to work flexible hours, including evenings and weekends for meetings, elections, and events.