New Hiring Process for School Secretaries
In order to effectively meet the needs of principals for qualified secretaries, the Division of Human Resources (DHR), working with the United Federation of Teachers (UFT), has established the following new process for the hiring of School Secretaries outlined below.
It is important that schools be made aware that in addition to the applicant meeting the minimum requirements for employment outlined below, it is necessary for the Principal to begin the hiring process by nominating the qualified applicant in Galaxy based on a clear, budgeted vacancy in the school’s Table of Organization. Only after nomination, will the applicant receive an official email from DHR with instructions on how to complete the required processing.
Important note: Prospective school secretary applicants must not be sent for processing until they have been nominated by a school and have received an official email from DHR with instructions on required processing.
Requirements for School Secretaries
Option 1: Individuals may be appointed if they have the following:
Minimum Requirements:
- Principal nomination in Galaxy reflecting a clear, budgeted vacancy
- Baccalaureate Degree
- One year of 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)
- A signed letter on company/employer stationery confirming prior employment experience
- No application fee is required
DHR will issue a secretary license (4106 SSEC) with a two-year expiration date, which can be appointed in place.
To Meet Maximum Requirements, School Secretaries appointed under Option 1 would have:
Two years to complete the following maximum requirements:
- Two (2) semester hours of a course in school records and accounts
- Completion of the following workshops:
Option 2: Individuals may be appointed if they have the following:
Minimum Requirements:
- Principal nomination in Galaxy reflecting a clear, budgeted vacancy
- Associate's Degree and
- Two (2) years of approved office, clerical, or secretarial experience
- TSN Application
- Fingerprint and 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
DHR will issue a secretary license (4106 SSEC) with a two (2) year expiration date, which can be appointed in place.
To Meet Maximum Requirements School Secretaries appointed under Option 2 would have:
Two years to complete the following maximum requirements:
- Two (2) semester hours of a course in school records and accounts
- Completion of the following workshops:
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.
Minimum Requirements:
- 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 of approved office, clerical or secretarial experience
- TSN Application
- Fingerprint and background clearance (fingerprint fee required)
- Documentation verifying eligibility:
- Official Transcripts/Diploma verifying high school graduation or equivalent (Student copy acceptable)
- A signed letter on company/employer stationery confirming prior employment experience
- No application fee is required
DHR will issue a secretary substitute certificate (4106 CPT) with a three (3) year expiration date; the holder cannot be appointed until the maximum requirements have been met.
To meet maximum requirements, individuals hired as regular substitutes (5BA) under Option 3 would have:
Three years to complete the following maximum requirements:
- Thirty (30) semester hours of college courses, including two semester hours of courses in school records and accounts
- Completion of the following workshops:
Requirements for a Per Diem School Secretary
Individuals can be hired for per diem employment as a day-to-day substitute (PDSY) with the following minimum requirements:
- Principal nomination in Galaxy reflecting a clear, budgeted vacancy
- Satisfactory evidence of graduation from a four-year high school or its equivalent
- TSN Application
- Fingerprint and background clearance (fingerprint fee required)
- Documentation verifying eligibility:
- Official Transcripts/Diploma verifying high school graduation or equivalent (Student copy acceptable)
- No Application fee required
DHR will issue a secretary substitute certificate (PDSY) with a one (1) year expiration date, this credential will automatically be renewed based on a satisfactory rating. The holder cannot be appointed or work in a full-time capacity until the minimum requirements for a secretary license have been met under Options 1, 2, or 3 listed above.
Please note the further important provisions for licensing and employment below:
- All licenses will be issued as Monolingual School Secretary in the Day Schools (license code: 4106).
- 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.
- 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.
- Experience as a paraprofessional, school aide, educational assistant, or 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
United Federation of Teachers (UFT) offers a three (3) semester hour course in school records and accounts
If you have any questions, please contact the Licensing Office at 718-935-2462 or email SchoolSecMaxRequirements@schools.nyc.gov.