Administrative Assistant II, Department of Information Technology

Job Description

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.

Responsibilities

• 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.
  
  

Qualifications

Education, Training and Experience:

• Possession of a high school diploma or appropriate equivalent.
• 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.
• Demonstrated proficiency in the use of technology to complete complex and varied tasks.
• Excellent oral, written and human relations skills.
  
  

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

N/A

FLSA: Non-Exempt

RETIREMENT: Eligible for the Baltimore County Employees’ Retirement System.

GRADE: Non-Exempt, Non-Represented

SALARY: $36.26 - $52.86 per hour

Visit the BCPS Office of Payroll website for additional information on pay scales, other compensation and leave accruals at:

Office of Payroll - Baltimore County Public Schools - www.bcps.org/operations/fiscalservices/payroll

OTHER COMPENSATION: Position may be eligible for relocation bonus, extra duty activities pay, or other student activities pay as defined in the applicable Bargaining Unit Agreement.

BENEFITS: BCPS offers a comprehensive benefits program for eligible employees including options for medical plans, dental plans, vision, life insurance, flexible spending accounts, disability coverage, and 403(b)/457 plans. Other benefits include paid holidays, sick, personal business, and bereavement days, and flexible leave options such as FMLA, sick bank, and board approved leaves. All new hires will attend a benefits meeting upon hire.

Visit the BCPS website for additional information about benefit plans for BCPS employees at https://www.bcps.org/hr/compliance/benefits_and_retirement

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

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 activates 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).

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). Information on your resume and application must match. This information is necessary for salary determination should you receive an offer of employment.
• 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.
• Be sure to account for all periods of employment and unemployment. Failure to complete all fields of the "Work Experience" section of the application may result in your application not being considered. A resume will not be the only document considered in determining your qualifications for a position.
• You MUST attach your unofficial transcript(s) or license(s) to your application if you are applying for a position as a teacher or position which requires Licensure/Certification.
  
  

Proof Of Licenses, Certifications And Education

• Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant’s major field of study. Copies and unofficial transcripts are acceptable only at the application stage. Official transcripts must be provided only after you have accepted a contingent offer.
• Failure to submit proof of Licenses, Certifications and Education may result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with your application.
  
  

Proof Of Degree Equivalency

• Applicants who have obtained a degree from outside the United States are required to submit degree equivalence documentation from a MSDE approved Foreign Transcript Evaluation Agency. This information is located on the MSDE website at https://marylandpublicschools.org/about/Pages/DEE/Certification/Foreign-Transcript-Evaluation-Agencies.aspx
  
  

Pre-Employment Requirements

• All people employed by the Baltimore County Public Schools, regular and temporary, are required to be fingerprinted and have a criminal background investigation (per COMAR) completed. The fee charged for fingerprinting is $109.
• 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 will be required upon hire and must be sent via e-script/clearinghouse from your university.
• Some positions will require employees to undergo a physical examination and/or drug testing.
• All newly hired personnel must attend a Benefits and Retirement Orientation meeting.
• Additional job verification will be required for salary credit.
  
  

Contact Information

Susan Stansbury, Director Staffing & Licensure

443-809-7874

sstansbury@bcps.org