PER SESSION VACANCY CIRCULAR (VC) NOTICE # 308: Secretary - Pupil Accounting School Secretary (OSE)

  • Posted Date: Jan 29, 2020 Deadline: May 15, 2020

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Job Details




Pupil Accounting School Secretary

Approximately 10 positions, based on budget availability, and not guaranteed. Training is mandatory. Positions to commence  July 8 to August 23 for licensed NYCDOE school secretary to facilitate administrative duties for various Family Welcome Centers during the summer.  Exact number of days and hours to be determined.



Positions available in all 5 boroughs. Exact locations to be determined and all work location assignments may be subject to

change.  Prior locations are not guaranteed.



New York City Department of Education licensed and appointed secretary with Pupil Accounting Secretary experience.                                                                                           


•              Satisfactory ability to provide exceptional customer service to every family.

•              Satisfactory ability to differentiate and direct families in next steps based on which grade band the student(s) are in; for example, advising a family of an elementary school student of their zoned school and directing them to register at that school.

•              Satisfactory ability to enter every family visit or phone call into Service Cloud, in accordance with office guidelines and practices for completed cases.

•              Satisfactory ability to be a team player, collaborating and supporting colleagues and supervisors as needed / requested.

•              Satisfactory ability to seek assistance and request support from supervisors and/or colleagues, as needed.

•              Demonstrated adherence to all OSE protocols regarding but not limited to communication.

•              Satisfactory ability to speak and respond to families, colleagues, principals and other school staff, etc. in a timely, professional, and courteous manner.

•              Demonstrated command of technology, including computer skills, hardware, and systems, to perform job functions. This includes Office 365 – OneDrive, SharePoint – and Microsoft Office – Excel, Word – as well as School Search, School Finder, Pre-K Finder, and ATS.

•              Ability to work in a fast-paced, interactive public environment both individually and in teams.

•              Ability to communicate effectively with the public and staff in written and spoken English.

•              Ability to communicate in languages other than English preferred

•              Achieved satisfactory or Effective or Highly Effective ratings for the past two years

•              Excellent record of attendance

•              Summer Back to School Enrollment Session – July 6 to August 21. Ability to work at least 4 days per week for up to 7 hours per day, between the hours of 8 a.m. and 5 p.m. Schedule to be determined.



•              Training is mandatory. Exact number of days and hours to be determined.  Training will occur prior to the start of the activity.  Candidates who are not able to attend the scheduled training session will not be hired.

•              Arrive promptly and be prepared to work at your assigned time.

•              Perform a variety of roles including greeting families, triaging the line into the Family Welcome Center or other location, and using various DOE online systems, including ATS, Service Cloud, and MySchools (Candidates selected will be trained on Service Cloud and MySchools.)

•              Provide exceptional customer service to every family, appropriately engaging the family to determine the purpose for their visit.

•              Manage and maintain a welcoming and orderly office waiting area, including the flow of traffic.

•              Enter every family visit or phone call into Service Cloud, in accordance with office guidelines and practices for completed cases, and organize cases for counselors.

•              Collaborate and provide support to colleagues and supervisors as needed or requested.

•              Seek assistance from supervisors and/or colleagues as necessary.

•              Coordinate interpretation services and provide documents and forms in translation for families as needed.

•              Maintain security and confidentiality of OSE forms and student-related documents and information.

•              Report to your director / site supervisor any case where abuse, suicidal thoughts, or bullying are apparent.

•              Speak and respond to all families, colleagues, principals and other school staff, etc. in a timely, professional, and courteous manner.

•              Use Service Cloud, MySchools, ATS, Microsoft Outlook and Office 365 to perform job functions.

•              Support general operations of centers as needed.

•              Answers and directs incoming phone calls.

•              Provides general administrative support to the Family Welcome Center including faxing, scanning, copying, filing, and mailing.



Ability to work at least 4 days per week from July 6 to August 21, on a flexible schedule, up to 7 hours per day, between the hours of 8 a.m. and 5 p.m. Staff may be asked to work more than 7 hours per day if required. Specific hours and schedules are not guaranteed. Schedule to be determined and will remain subject to change.


 Training: If you receive an offer, you will receive the training schedule by email.




Per Session rates as per the relevant union/organization of the advertised title (UFT, CSA, DC-37 - Collective Bargaining Agreement).  Contingent Upon Funding Availability.



Please apply online by clicking on the following link:

Paper applications will not be accepted.




If you have any questions about this activity, please contact



Signature for Peter Ianniello

An Equal Opportunity Employer M/F/D

It is the policy of the Department of Education of the City of New York to provide equal employment opportunities without regard to actual or perceived race, color, religion, creed, ethnicity, national origin, alienage, citizenship status, age, marital status, partnership status, disability, sexual orientation, gender (sex), military status, unemployment status, caregiver status, consumer credit history, prior record of arrest or conviction (except as permitted by law), predisposing genetic characteristics, or status as a victim of domestic violence, sexual offenses and stalking, and to maintain an environment free of harassment on any of the above-noted grounds, including sexual harassment or retaliation. For more information, please refer to the DOE Non-Discrimination Policy.

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