Secretary: Administrative II (Special Education: Special Services)

Position SummaryTitle Code

Secretary: Administrative II

Job Summary

Performs responsible secretarial duties in support of the assigned area including, but not limited to: Acting as secretary to the immediate supervisor, answering and screening telephone calls, receiving and distributing mail and correspondence; keeping the supervisor's calendar; preparing correspondence and reports, scheduling appointments, preparing charts, graphs, and performing desktop publishing tasks, establishing accurate subject-matter files, records, lists, etc., in accordance with the requirements of the immediate supervisor and the professional staff, taking responsible follow-up action needed to complete work assignments.

Essential Duties/Responsibilities

• Serves as secretary to the immediate supervisor and members of the professional staff. Answers and screens telephone calls and visitors.
• Schedules appointments; Gathers documents, files and/or background materials; necessary for the appointments.
• Schedules and arranges meetings/conferences, preparing necessary material.
• Receives, reads, and screens incoming mail, correspondence, reports, memos, announcements, etc. Independently handles those not requiring the attention of immediate supervisor.
• Establishes and maintains subject-matter files, records, lists or other such bookkeeping/file maintenance systems in accordance with the needs of the office/department. Exercises initiative in establishing or revising such records and files to meet future needs.
• Composes letters, memoranda, instruction, notices or other such routine transmittals on a variety of subjects relative to the functions and programs of the office/department.
• Prepares a variety of letters, summaries, or other such correspondence pursuant to the form and desired arrangement of the immediate supervisor.
• May attend meetings to take minutes, preparing and distributing as appropriate.
• Assembles and prepares information/data, calculates figures, and prepares routine or periodic reports, lists, or documents; or coordinates and supervises the preparation and completion of such items.
• Operates a variety of office machines and equipment. Orders and maintains an ample amount of office supplies and materials.
• Prepares purchase orders, receives supplies/material/equipment, receives and processes invoices and ensures proper payment.
• Works in collaboration with the budget office on issues related to department budget.
• Assists in record keeping and tracking of documentation in support of budget/grants.
• Maintains good public relations with other departments and school districts.
• May maintain documentation related to staff payroll and leave.
• Assists in conducting research related to specific tasks and projects.
• Performs other related duties as assigned within the same classification or lower.
  
  

Minimum Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• High School Diploma or Equivalency Certificate required.
• Some College Level Courses in business or secretarial school training preferred.
  
  

Experience

• Three (3) years progressive diversified secretarial and/or administrative experience, two (2) years of which were at the Administrative Secretary I level required;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the applicant to successfully perform the duties of the position.
  
  

Knowledge, Skills, Abilities And Other Characteristics

• Considerable knowledge of Board of Education organization and operations, policies, and procedures.
• Thorough knowledge of modern office practices and procedures, bookkeeping, business English, spelling, and arithmetic.
• Ability to exercise initiative and good judgment in the timely execution of delegated administrative responsibilities.
• Ability to exercise curtesy, tact and cooperation in dealing with Board of Education personnel, contractors, and/or outside agencies and the general public.
• Ability to use school-based computer applications and/or financial information management systems.
• Ability to communicate effectively both orally and in written form with colleagues, staff, administrators and the general public.
• Ability to operate various office equipment such as calculator, copier, fax, printer, etc.
• Ability to maintain confidentiality and security of operating records, files and materials.
• Demonstrated ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.
  
  

Licenses and Certifications

Employee must retain active licenses, certifications, and enrollment as a condition of employment.

• N/A
  
  

Driving Requirements

• N/A
  
  

LEADERSHIP ROLE

• N/A
  
  

PHYSICAL DEMANDS/WORKING CONDITIONS

The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• Standing: under 1/3 percent of the time
• Walking: under 1/3 percent of the time
• Sitting: between 1/3 and 2/3 percent of the time
• Keyboarding: between 1/3 and 2/3 percent of the time
• Talking: between 1/3 and 2/3 percent of the time
• Hearing: between 1/3 and 2/3 percent of the time
• As required by the duties and responsibilities of the position.
  
  

Vision

The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

• No special vision requirements
  
  

Work Environment

Location

• Office, school or similar indoor environment: over 2/3 percent of the time
  
  

Noise Level

• Moderate: between 1/3 and 2/3 percent of the time
  
  

Weight & Force

Lifting and carrying requirements

• None:
  
  

Travel Requirements

• N/A
  
  

JOB INFORMATION

Approved Date: 2/1/2015 Established Date: 1/1/1993 Title Code: C24619 Title: SECRETARY: ADMINISTRATIVE II Reports to Generic: Manager;Coordinator Reports to Specific:

ORGANIZATION

Division: Varies Business Unit: Varies Department: Varies Negotiated Agreement: Secretaries and Assistants Association of Anne Arundel County (SAAAAC)

HR JOB INFORMATION

Unit: IV Days Worked: 260 FLSA Exemption Status: Non-Exempt Grade:

SG09

Click HERE to view Terms of Employment, Benefits and Salary Scale. Scroll down to locate (Unit 4 - SAAAAC)

Essential Job: Months Worked: 12 Hours Worked: 7 Job Family: Administrative and Office Support Sub-Function: Office/Staff Support

VR# 26101