Position Type:
SUPPORT - CENTRAL OFFICE PROFESSIONAL/ ADMINISTRATIVE ASST II (S2101)

Date Posted:
8/20/2019

Location:
PULASKI PARK BUS SERV OPS (158050)

BALTIMORE COUNTY PUBLIC SCHOOLS

JOB TITLE : Administrative Assistant II, Administrative Services and Business Services

REPORTS TO: Senior Executive Director and Executive Director

GRADE : 02 (Full time; 12 months) on the BCPS Administrative Assistants payscale - Salary: $30.22 to $44.03 per hour

DEFINITION : Under general direction, serves as an administrative assistant to an executive leadership position. Performs and/or coordinates a variety of highly responsible and complex administrative functions for the office. Relieves executive of routine administrative tasks and ensures efficient operation of the office based on a thorough knowledge of its specialized functions. Exercises good judgment in the receipt, processing, and responses to internal and external inquiries, requests, and correspondence, often of a confidential nature. Performs other duties as assigned.


EXAMPLES OF DUTIES :

• Coordinates the daily administrative operations of the office. Plans, initiates, and ensures the completion of office administrative, secretarial, and clerical assignments.
• Receives, investigates, and responds to internal and external telephone and written inquiries and requests regarding departmental matters. Gathers and prepares information as required for responses. Responds to inquiries using tact and initiative.
• Reviews all correspondence, replying to those items not requiring the administrator's attention and routes matters requiring action by office directors or other senior officials. Composes, prepares, and produces letters, memoranda, instructions, and other written communications. Screens all correspondence prepared for the administrator's signature for format, clarity, completeness of reply, and grammatical and procedural correctness. Prepares and disseminates information to school, central office, and executive staff.
• Receives and conveys messages, instructions, procedures, and confidential materials to staff members. Maintains and controls confidential records. Explains established or routine policies and procedures to the public and others.
• Coordinates and assists in the preparation of reports. Researches, gathers, and compiles data required for special assignments and management decisions. Assists in the preparation of materials for departmental projects.
• Assists in the development, implementation, and administration of the departmental operating budget. Assists in developing and compiling budget projections. Monitors budget authorizations and expenditures. Reviews discrepancy reports.
• Uses financial computer system and Excel spreadsheets to review and analyze school and office accounts and to generate reports as requested.
• Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings. Disseminates notes and minutes. Prepares materials required for meetings. Takes and transcribes dictation.
• Maintains appointment calendars and has authority for commitment of time. Makes and confirms necessary conference and travel arrangements. Keeps appropriate records and expense reports.
• Operates personal computers, printers, copiers, and related office equipment. Uses office software packages. Establishes and maintains files and filing systems.
• Acquires knowledge of departmental operations, systems, policies, and programs. Gives instruction and guidance to other secretarial and clerical employees.
• Performs other duties of similar scope and complexity.

MINIMUM QUALIFICATIONS :

Education, Training and Experience :

• Possession of a high school diploma or appropriate equivalent, plus six years of responsible secretarial experience, two years of which was at least equivalent to that of an administrative or executive secretary.
• Two years of post-high school training (Professional Standards Program (PSP) certificate plus one year of college training acceptable) is preferred.

Knowledge, Skills, and Abilities :

• Considerable knowledge of business English, spelling, general vocabulary, punctuation, and mathematics.
• Understanding of modern office practices and procedures, knowledge of the general organization and functions of Baltimore County Public Schools, or the ability to rapidly acquire such knowledge.
• Ability to carry out continuing and complex assignments that require the organization of materials, the handling of routine administrative details, the preparation of reports and sound decision making.
• Ability to properly handle confidential and sensitive information.
• Ability to handle and coordinate or prepare a wide variety of requests, correspondence, etc., relative to the functions and responsibilities of the office of an Assistant Superintendent or executive director level administrator.
• Prefer ability to take and transcribe dictation (any method).
• Demonstrated proficiency in the use of PCs to complete complex and varied tasks.
• Excellent oral, written and human relations skills.
• Successful completion of all required tests.
• Demonstrated skill in typing 40 words per minute.- BCPS Typing Assessment, Microsoft Word Assessment, and Excel Assessment are required.

If you have not taken the BCPS Typing Assessment, Microsoft Word Assessment, and Excel Assessment please call 443.809.7870 to schedule an appointment, after submitting your application . Testing is kept on file for 18 months.

**Applicants must participate in and complete the Baltimore County Public Schools Office Professionals' Assessment Skills Center prior to being offered the 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.

CONDITIONS OF EMPLOYMENT:
Full-time; 12 months

FLSA STATUS : Non-Exempt

Eligible for the Baltimore County Employees' 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:
Michael Hodge
Director of Staffing
(AFSCME, ESPBC, OPE & Non-Represented)
6901 Charles Street, E Building
Towson, Maryland 21204
Phone: 443-809-7874
Fax: 410-296-0568
Email: mhodge@bcps.org