Location: Patchogue,NY, USA
Duties and Responsibilities:
* Attends all meetings of the Board of Education, acts as a receptionist, keeps a record of the proceedings, and record by name abstention and/or negative votes on any motion.
* Administers oaths of office as required by Section 10, public Officers Law.
* Prepares agendas for Board of Education meetings (usually monthly).
* Works with the Board of Education and Board Officers.
* Records and posts the minutes of all Board of Education meetings and the proceedings of all district meetings.
* Accepts legal documents, verifies records, and perform Notary Public duties. Accept service of legal notices and summonses in regard to the district.
* Keeps a short-term note and bond register with all pertinent information.
* Sends out contracts and change orders post-board meetings.
* Gives public notice of all meetings of the Board of Education.
* Maintains and organizes Board Policies.
* Prepares, together with the Superintendent, an agenda setting forth all known items of business to be considered at the meeting. Attaches relevant supporting documentation.
* Submits all required reports to the proper officials.
* Publishes all legal notices concerning District business.
* Coordinates the District's response to public requests for records (FOIL).
* Official recipient or accepts claims/subpoenas on behalf of District.
* Annual meeting and election duties, which include obtaining use of voting machines, securing the polling locations and arranging for custodial coverage, hiring and meeting with machine mechanics, hiring of registrars, preparation and mailing of absentee ballots, including all disabled voters, preparation of candidate petitions, checking registration records (both on the County and local levels), attendance at registration, working during the budget vote from 5:30 a.m. through 9:00 p.m. and beyond until all the votes have been tallied and the results announced, submission of all required reports to the proper officials, and typing miscellaneous memos (in the event of a budget defeat, the entire process may be repeated if the Board determines to have a second vote).
* Responds to inquiries related to the Board of Education and prepares correspondence for the Board.
* Attends District Clerk workshops as needed.
* Prepares requisitions for Board of Education members' regarding conferences, workshops and other and travel throughout the year.
* Prepare bids/RFPs and bid/RFP notices, as well as all legal notices, for publication in newspapers for the entire district.
* Submit legal notices to official newspapers for all sealed bids.
* Prepare memos and letters for distribution to Board of Education as requested by the Board President and Superintendent of Schools.
* Acts as Records Access Officer for the District, which includes the following:
* Processes and disseminates records requests.
* Process applications for Public Access to Records.
* Maintain and update rules and regulations relating to Public Access to Records.
* Monitor the disposition of records.
* Coordinates, posts and revises district-wide calendar as needed.
* Distributes Sex Offender Information to district-wide administrators, operational supervisors and clerical.
* Posts for annual Board Committees and collects and disseminates responses.
* Performs other duties as assigned by the Board of Education and/or Superintendent of Schools.