Administrative Secretary II - Department Of Recruitment And Staffing (1.0 FTE/12 months)

Job Description

Oversees the processing of a variety of transactions, forms, and documents associated with the Office of HR Staffing, Business Operations, Support, and Substitutes. May lead and guide the work of others. Performs highly specialized and technical administrative secretarial functions, which requires advanced knowledge of a specialized field.

Responsibilities

EXAMPLES OF DUTIES:

• Creates, reviews, and corrects employee records, forms and documents associated with hiring and maintenance of employee groups. Reconciles discrepancies between HR systems.
• Utilizes HR systems to include applicant tracking, onboarding/offboarding, ERP, and other systems to process, track, and maintain data. Works collaboratively with staff to maintain accurate candidate pools.
• Responds to technical inquiries regarding the application process. Communicates with applicants and new hires regarding the hiring process and documentation needed to process an employment record.
• Reviews, compiles, processes, and reconciles receipts, invoices, expense reports and related financial documents. Prepares and maintains records of purchases and other office financial activities. Records, monitors, and reports budget expenditures. Research and gathers information used in budget preparation
• Provides information regarding the hiring and separation processes to employees, applicants, the public, and others.
• Prepares and sends a variety of office communications. Reviews outgoing communication to align with Baltimore County Public Schools (BCPS) and HR Staffing processes. May draft correspondence, memos, flyers and other documents. Assists with the maintenance of office databases, spreadsheets, and logs.
• Maintains office calendars. Schedules appointments and meetings. Makes arrangements for facilities and materials required for meetings, recruitment efforts, screening interviews, 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.
• Performs other duties as assigned.
  
  

Qualifications

MINIMUM QUALIFICATIONS

Education, Training, And Experience

Possession of a high school diploma or appropriate equivalent.

• Five years of secretarial experience.Two years’ experience providing support in human resources, staffing, or personnel administration preferred.
• Experience working with HR information systems, applicant tracking systems, or related databases preferred.
• Working knowledge of HR processes such as recruitment, onboarding and employee records management preferred.
  
  

Licenses and Certifications

N/A

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.
• Demonstrated skill in typing 40 words per minute.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.
  
  

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 Status: Non-Exempt

Retirement: Eligible for the Maryland State Retirement System.

This document 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.

Salary: $23.36 -$37.35/hour depending on experience, per ESPBC (Education Support Professionals of Baltimore County) grade 04 hourly base pay scale for non-exempt office professionals, clerical and classified employees, effective September 20, 2025.

Visit the BCPS Office of Payroll website for additional information on pay scales, other compensation and leave accruals at https://www.bcps.org/fiscalservices/payroll .

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

Conditions Of Employment

Employment in this position is contingent upon successfully completing a background, Department of Social Services (DSS) and criminal history check. A completed application must be on file in the Office of Staffing/Temporary Services to be eligible to work in this position.

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 (per COMAR) completed. The fee charged for fingerprinting is $109. 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.
• All newly hired personnel must attend a Badges and Benefits session.
• Additional job verification will be required for salary credit.
  
  

Contact Information

Office of Temporary & Support Services

Phone: 443-809-8952