One (1) full-time, 12-month, Non-Unit Support, Competitive Civil Service, provisional position in the Work-Based Learning program.

The Administrative Aide provides comprehensive clerical, logistical, and operational support to the Work-Based Learning program. This position ensures the smooth day-to-day administration of student placements, event coordination, and mandatory reporting. By maintaining meticulous records and coordinating logistics, the Administrative Aide plays a vital role in ensuring ONC BOCES WBL programs remain compliant, organized, and run efficiently.

Salary: $37,000—$43,000
Paid holidays, generous sick and vacation time, NYS retirement, EAP, continuing education assistance, and exceptional insurance, including retiree health insurance, are available.

Reports to: Director of Student Services / Work-Based Learning Instructor

Essential Duties and Responsibilities:

• Arrange transportation, travel details, and scheduling logistics for all student WBL placements, field trips, and job-shadowing experiences.

• Manage the calendar and scheduling for the College & Career Zones at both student centers to coordinate student participation in career activities.

• Provide administrative and logistical support for planning and executing major events, including College Days, Career Fairs, educational forums, and Advisory dinners.

• Scheduling, room booking, and logistical organization of Career Centers and WBL events, including Advisory dinners, College Days, and Career Fairs.

• Input and maintain accurate digital and/or paper records of student participation, cumulative hours, student evaluations, and required compliance documentation for all WBL activities.

• Maintain detailed, up-to-date rosters of all students actively participating in work-based placements and internships.

• Maintain, update, and organize the tracking database used for annual WBL site reviews, approved locations, learning opportunities, students served, and job offers.

• Organize and compile paperwork required for the NYSED re-approval process for CTE programs.

Communication and Information Dissemination:

• Disseminate information, resources, and updates regarding college articulation agreements to component school counselors, students, and families.

• Gather summaries, metrics, and highlights of workforce development activities for public relations and community engagement.

• Communicate clearly, professionally, and promptly via oral, written, and electronic formats with internal staff, component school districts, and external industry partners.

Position: Full-time, 12-month, ESPA Unit, Competitive Civil Service, provisional positions available in the Central Business Office.

2026-2027 Starting Salary: $38,010

Full Civil Service Job Description

DISTINGUISHING FEATURES OF THE CLASS:

The work involves responsibility for performance of standard account-keeping practices in maintaining and checking financial accounts and records, electronically, on hard copy, or both. Additionally, the incumbent will be responsible for entering and retrieving information from a computer database and using a computer or word processor to produce printed material such as forms, letters and memoranda. The incumbent works under supervision on routine assignments that are done in accordance with defined procedures; detailed instructions are provided for new or unusual assignments. This class differs from Senior Account Clerk by virtue of the limited complexity of the work. The work is reviewed by observation, crosschecks, or by the immediate supervisor and by other steps in the account-keeping process. Does related work as required.

TYPICAL WORK ACTIVITIES: (Illustrative only)

Reviews a variety of documents such as claim forms, vouchers, bills, purchase orders to determine eligibility for payment or to verify accuracy of payment made, according to defined procedures and policies;

Verifies all calculations and codes on documents;

Posts figures to appropriate accounts either manually or through a computer, data entered; verifying all

Types correspondence, documents, records and other written material in draft form using hand written rough draft, oral recordings or data from various equipment as source data;

Reconciles all entries, both credits and debits;

Prepares simple financial or statistical reports from data entered, including status of accounts, current balances, cash received or paid;

Operates a computer terminal to produce data needed for State and Federal reimbursement claims;

Receives cash payments, issues receipts, prepares checks for disbursement, deposits funds into appropriate accounts, prepares reconciliation of balances and posts balance to appropriate ledgers;

Deposits bank receipts and transacts other bank business;

Contacts by telephone and correspondence clients, vendors, etc. to obtain additional information;

Provides routine information orally or in writing in response to inquiries on financial records;

Files and maintains all related records such as records related to processing of payrolls, invoices, vouchers, bills and correspondence;

Receives, balances and audits payroll time records;

Operates calculator, computer terminal and other related office equipment.

FULL PERFORMANCE KNOWLEDGE, SKILLS AND ABILITIES:

Good knowledge of modern methods of keeping and reviewing financial accounts and records; working knowledge of office terminology, procedures and equipment; working knowledge of business arithmetic and English; ability to make arithmetic computations accurately and rapidly; ability to analyze and organize complex data and prepare records and reports: ability to perform close, detail work involving considerable visual effort and concentration; ability to understand and follow oral and written instructions; ability to write legibly; ability to get along well with others; clerical aptitude; mental alertness; neatness, accuracy: tact and courtesy; physical condition commensurate with ability to do the job.