School Secretaries

School secretaries are appointed through a nomination process emphasizing a candidate's education and experience. Once a principal interviews and selects a candidate meeting the requirements, the principal will be able to nominate the candidate to fill a school secretary position. The candidate will then be provided with instructions on next steps.

Nominations for school secretary positions are currently open.

Hiring Process

Option 1: Individuals may be appointed if they meet the following minimum requirements:

  • Principal nomination in Galaxy reflecting a clear, budgeted vacancy
  • Baccalaureate Degree                                       
  • One year approved office, clerical or secretarial experience                                       
  • TSN Application
  • Fingerprint & background clearance (fingerprint fee required)
  • Documentation verifying eligibility:
    • Official Transcripts from College/University verifying degree (Student copy acceptable)
    • Signed letter on company/employer stationery confirming prior employment experience                          

No application fee is required.

The Division of Human Capital will issue a secretary license (4106 SSEC) with a two year expiration date, can be appointed in place.

To meet the maximum requirements, School Secretaries appointed under Option 1 would have two years to complete the following:

Option 2: Individuals may be appointed if they meet the following minimum requirements:

  • Principal nomination in Galaxy reflecting a clear, budgeted vacancy
  • Associate's Degree  AND two years approved office, clerical, or secretarial experience                                                                           
  • TSN Application
  • Fingerprint & background clearance (fingerprint fee required)
  • Documentation verifying eligibility:
    • Official Transcripts from College/University verifying degree (Student copy acceptable)
    • Signed letter on company/employer stationery confirming prior employment experience                          

No application fee is required. 

The Division of Human Capital will issue a secretary license (4106 SSEC) with a two year expiration date, can be appointed in place.

To meet the maximum requirements, School Secretaries appointed under Option 2 would have two years to complete the following:

  • Two semester hours of a course in school records and accounts
  • Completion of the following workshops:
    • Principal nomination in Galaxy reflecting a clear, budgeted vacancy
    • Satisfactory evidence of graduation from a four-year high school or its equivalent
    • Three (3) years approved office, clerical or secretarial experience                                   
    • TSN Application                         
    • Fingerprint & background clearance (fingerprint fee required)      
    • Documentation verifying eligibility:
      • Official Transcripts/Diploma verifying high school graduation or equivalent (Student copy acceptable)
      • Signed letter on company/employer stationery confirming prior employment experience

Option 3: Individuals can be hired for full-time employment as a regular substitute (5BA) and may be appointed after the maximum requirements listed below are met.  

  • Principal nomination in Galaxy reflecting a clear, budgeted vacancy
  • Satisfactory evidence of graduation from a four-year high school or its equivalent
  • Three (3) years approved office, clerical or secretarial experience                                   
  • TSN Application                         
  • Fingerprint & background clearance (fingerprint fee required)      
  • Documentation verifying eligibility:
    • Official Transcripts/Diploma verifying high school graduation or equivalent (Student copy acceptable)
    • Signed letter on company/employer stationery confirming prior employment experience

No application fee is required.

The Division of Human Capital will issue a secretary substitute certificate (4106 CPT) with a three year expiration date; the holder cannot be appointed until the maximum requirements have been meet. 

To meet the maximum requirements, School Secretaries appointed under Option 3 would have three years to complete the following:

Additional Provisions for Licensing and Employment

  1. All licenses will be issued as Monolingual School Secretary in the Day Schools (license code: 4106). 
  2. School Secretaries will not acquire tenure until all probationary and eligibility requirements have been completed within the time limits set.  Upon failure to meet all requirements, the license will terminate, unless the applicant is granted a one-time (1 year) extension by the NYCDOE Licensing Office.
  3. For each year of experience as set forth above, an applicant must show paid experience satisfactory to DHR consisting of a minimum of 1200 clock hours and extending over a minimum span of approximately one calendar year. 
  4. Experience as a paraprofessional, school aide, an educational assistant, or as an educational associate is not acceptable toward meeting the experience requirement.

Secretarial Science/Business Office Technology and Secretarial Technologies Programs are offered at the following institutions:

  • Brooklyn College
  • Kingsborough Community College
  • Manhattan Community College
  • Queens College
  • Queensborough Community College
  • Bronx Community College
  • Hostos Community College

The United Federation of Teachers (UFT) offers a three semester hour course in school records and accounts

For questions, please contact the DHR Licensing Office at 718-935-2462.  
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