Administrative Secretary II - HR Staffing

Baltimore, MD, US
Sep 06, 2019

JOB TITLE : Administrative Secretary II - HR Staffing

REPORTS TO : Director of Staffing (CASE, TABCO, and Non-Represented)
Director of Staffing (AFSCME, ESPBC, OPE, and Non-Represented)

SALARY : $18.50 to $30.57 per hour per the ESPBC- Education Support Professionals of Baltimore County pay scale, effective July 1, 2019.

DEFINITION : Oversees the processing of a variety of transactions, forms, and documents associated with office operations. May lead and guide the work of others. Performs highly specialized and technical administrative secretarial functions, which requires advanced knowledge of a specialized field.

  • Processes forms, documents, and records associated with the hiring of teachers and other support personnel. Reviews and verifies documents for completeness, accuracy, and compliance with established policy and procedural requirements.
  • Utilizes HR systems to include applicant tracking, onboarding/offboarding, and HR information system to process, track, and maintain data. Provides support to applicants, new hires, and others with these applications.
  • Processes resignations, retirements, and other personnel actions of employees. Provides information regarding the hiring, transfer, and separation processes to employees, applicants, the public, and others.
  • Processes a variety of transactions, forms, documents, and records associated with office operations.
  • Reviews, compiles, and processes receipts, invoices, expense reports and related financial documents. Prepares and maintains records of purchases and other office financial activities. Reconciles receipts and procurement card purchases.
  • Records and monitors operating and grant budget expenditures. Researches and gathers information used in budget preparation. Prepares quarterly budget projections of salary and non-salary expenditures.
  • Maintains office calendars. Schedules appointments and meetings. Makes arrangements for facilities and materials required for meetings, recruitment efforts, and job fairs. Prepares agendas and takes minutes of meetings. Prepares meeting notes for distribution.
  • Coordinates the storage, retrieval, and dissemination of information, data, files, and documents pertaining to office operations. Creates, organizes, and maintains electronic and paper document filing systems. Coordinates the archival and disposal of files.
  • May assign, review, and coordinate the work of other secretarial or clerical positions.


Education, Training and Experience :
  • Possession of a high school diploma or appropriate equivalent, plus five years of secretarial experience.
  • Demonstrated skill in typing 40 words per minute.

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 and proficiency with MS Office applications and other database systems.
  • Skill in performing responsible administrative secretary functions.
  • Skill in performing office budgetary, payroll, purchasing, and related administrative activities.
  • 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.
  • Demonstrated skill in typing 40 words per minute - BCPS typing test required, to be considered.

    If you have not taken the BCPS typing test and business letter evaluation 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.***

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

This document describes the duties and responsibilities of a position. It shall not be held to exclude duties not referenced nor limit the right of management to assign work to employees.

Citizenship, residency or work VISA in United States required

Application Instructions
Please read and carefully follow the instructions provided below.
  • Applicants are required to have a completed application on file for employment with Baltimore County Public Schools (BCPS). Each time an applicant applies to a job with BCPS, the application must be resubmitted. If an applicant started an application with BCPS in the past and at a later date decides to apply for additional positions, it is the applicant's responsibility to review the entire application and ensure that all data is up to date (for example, the applicant may need to add additional schooling or certifications, an additional work experience, or provide updated references). The applicant must remember to review the entire application each time for accuracy and submit each time for a new or different vacancy.
  • Professional references must be submitted to complete your application. Examples of professional references include current and former principals, supervisors, managers, mentor teachers and university/college supervisors. Personal references from colleagues, friends, community members, etc. will not be accepted. Applicants should notify their reference proactively to inform them they will receive a form via email through a MAILBOT email address from Baltimore County Public Schools. Applicants should also inform their reference(s) of the job they are applying to.
  • Be sure to account for all periods of employment and unemployment, including student teaching and internship experience, 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 contract signing.
  • 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.

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, 9600 Pulaski Park Drive, Suite 118, Baltimore, MD 21220 (443-809-4360).

Contact Information

Michael Hodge
Director of Staffing
(AFSCME, ESPBC, OPE & Non-Represented)
Business Services Staffing
6901 Charles Street, E Building
Towson, Maryland 21204
Phone: 443-809-7874
Fax: 410-296-0568

Similar jobs

Similar jobs