BALTIMORE COUNTY PUBLIC SCHOOLS

CLASS TITLE : Administrative Secretary III, Warren Elementary School

WORKING TITLE: Administrative Secretary III

SALARY: Grade 05 ($19.48 to $32.21 Hourly Base Pay Scale for Non-Exempt Office Professionals, Clerical, and Classified Employees Represented by ESPBC, 2020-2021 Effective July 1, 2020)

REPORTS TO : School Principal

DEFINITION : Performs and coordinates administrative and secretarial functions for a school office. Leads, oversees, and coordinates the work of office secretarial and clerical staff. Coordinates the orderly flow of work documents within the office. Exercises independent judgment and discretion in applying office rules, practices, and procedures to the execution of administrative assignments. Performs other duties as assigned.

EXAMPLES OF DUTIES :

Serves as secretary to a school principal and relieves him/her of many administrative details as assigned.

Assigns, instructs, and coordinates work among clerical office personnel to ensure the continuous and efficient flow of office work at all times; trains new office employees and student assistants.

Maintains school financial accounts; is responsible for school funds received from a variety of sources. Receives and deposits monies into appropriate accounts; verifies billings and issues checks for payment.

Tracks all financial activity (school income and expenditures) at the school and prepares monthly bank reconciliation and trial balances. Maintains ledgers and journals, prepares trial balance, makes bank reconciliation and prepares reports, statements, and summaries (executes general accounting functions for school-based budget).

Generates purchase orders and confirms delivery, including direct contact with vendors to discuss concerns.

Types correspondence, observations, evaluations, announcements, bulletins, reports, newsletters, schedules, handbooks, lists, and forms from corrected copy, rough draft, or oral instructions; gathers material from a variety of sources, compiles and/or prepares information for inclusion in such documents. Composes correspondence and prepares special reports and summaries as required. May take and/or transcribe dictation.

Performs administrative details pertinent to the office. Conducts liaison with school's staff and ranking personnel in central/regional meetings, follows up and acts as a reminder on matters of detail and prepares and/or assembles data required. Establishes and maintains significant, sensitive, confidential and personal logs, files, and records. Maintains a knowledge of and advises school's staff on personnel matters.

Screens incoming telephone calls; answers general inquiries and directs those, where practical to other responsible personnel. Receives calls, answers questions, gives directions and/or arranges for escorts. Reviews incoming mail, obtains and attaches pertinent information, prioritizes and routes to supervisor or other school personnel as appropriate; follows up for required action. Reviews mail prepared for supervisor's signature, noting format, grammar, and completeness. Schedules and, when necessary, coordinates various teacher and student activities.

Maintains time records and computes hours worked within pay periods for teachers, staff, custodial, and substitute account and track movement of funds.

Maintains and controls distribution of office and instructional supplies and equipment. Arranges for service and/or repair of office equipment; often repairs equipment until technician arrives for service. May coordinate social events.

Receives, screens, and distributes incoming and outgoing mail and/or correspondence. Handles routine matters.

May schedule use of school building. Completes request forms and submits monthly reports. Prepares statistical and confidential reports regarding school personnel and students.

Maintains good public relations with parents, students, general public, citizen groups, and professional organizations in representing the principal.

May register and withdraw students including preparing and processing all related records and paperwork. May schedule and arrange field trips. May instruct and direct the activities of other office personnel as appropriate.

Performs other duties as assigned.

MINIMUM QUALIFICATIONS :

Education, Training and Experience :
Possession of a high school diploma or appropriate equivalent, plus five years of progressively responsible secretarial experience.

Knowledge, Skills, and Abilities :
Knowledge of office practices and procedures. Knowledge of filing systems. Knowledge of spelling, grammar, and arithmetic. Knowledge of personal computers and office software packages. Knowledge of automated office systems.

Skill in performing responsible administrative secretary functions. Skill in leading, overseeing, and coordinating the work of office secretarial and clerical staff. Skill in performing office budgetary, payroll, purchasing, and related administrative activities. Skill in coordinating the orderly flow of work documents within an office. Skill in setting up and maintaining databases, spreadsheets, and logs. Skill in setting up and maintaining filing systems. Skill in gathering and compiling information for statistical reports. Skill in processing financial documents and transactions. Skill in composing correspondence and memoranda. Skill in operating personal computers and related office equipment.

Ability to communicate effectively. Ability to follow rules and regulations. Ability to establish and maintain effective working relationships. Ability to properly maintain confidential information.

***Candidates that receive an official contingent employment offer from the Office of Staffing must participate in and successfully complete the Baltimore County Public Schools' Office Professionals Skills Assessment as a pre-employment task and requirement for this position.***

PHYSICAL AND ENVIRONMENTAL CONDITIONS :

The work of this class is generally sedentary and performed in an office environment. Work includes the operation of office equipment, including personal computers, and occasional limited physical activities.

FLSA : Non-exempt

Eligible for the Maryland State Retirement System

Citizenship, residency or work VISA in United States required.

NON-DISCRIMINATION STATEMENT
The Board of Education of Baltimore County does not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity, genetic information, disability, or veteran status in matters affecting employment or in providing access to educational programs or activities and provides equal access to the Boy Scouts and other designated youth groups. Inquiries regarding the Board's nondiscrimination policies should be directed to: EEO Officer, Office of Equal Employment Opportunity, Baltimore County Public Schools, 6901 Charles Street, Building B, Towson, Maryland 21204 (443-809-8937). There is a compliance officer responsible for identifying, preventing, and remedying prohibited harassment concerning students. Complaints of harassment should be directed to the executive director, Department of School Safety and Security, 9610 Pulaski Park Drive, Suite 219, Baltimore, Maryland 21220 (443-809-4360).

Application Instructions
Please read and carefully follow the instructions provided below.

• Applicants are required to have a completed application on file for employment with the Baltimore County Public Schools.
• Professional references must be submitted to complete your application. Examples of professional references include current and former managers, supervisors, mentors and/or university/college supervisors. Personal references from colleagues, friends, community members, etc. will not be accepted.
• Be sure to account for all periods of employment and unemployment and include names, addresses, and telephone numbers of employers.
• Be sure to answer all criminal background questions. If you answer "yes" to any of the criminal background questions you must provide a written explanation. A criminal offense does not necessarily exclude an applicant from employment with BCPS. Factors such as passage of time since the offense, the nature of the violation, and the extent of rehabilitation will be taken into consideration.

Pre-Employment Requirements:

• All persons employed by the Baltimore County Public Schools, regular and temporary, are required to be fingerprinted and have a criminal background investigation (State of Maryland, Senate Bill 315, effective October 1, 1986) completed. The fee charged for fingerprinting is $81.00. An identification card will be issued which must be shown prior to employment.
• Anyone offered employment is required to provide proper identification and documentation of eligibility for employment in the US.
• If you have military experience you will be asked to provide a copy of DD214.
• Official transcripts for all higher education must be received prior to hire.
• Some positions will require employees to undergo a physical examination and/or drug testing.
• All newly hired personnel must attend a Badges and Benefits session.
• Additional job verification will be required for salary credit.

Contact Information:
Chekesha Smith
HR Supervisor, Office of Staffing
6901 Charles Street, E Building
Towson, Maryland 21204
Phone: 443.809.7872