Chief Of Schools.Executive Admin Asst IV.0989 (INTERNAL ONLY)

Job Description

Serves as the executive administrative assistant in support of the Chief of Schools. Performs and/or coordinates a variety of highly responsible and complex administrative functions for the office, often in an extremely high-pressure and confidential environment. Ensures the efficient operation of the office based on expert knowledge of all facets of its functions and responsibilities. Exercises good judgment in the receipt, processing, and response to important internal and external inquiries, requests, and correspondence, often of a time sensitive, critical, and confidential nature. Performs other duties as assigned.

Responsibilities

EXAMPLES OF DUTIES:

• Serves as office manager. Coordinates and oversees the daily administrative operations of the office; oversees the work of clerical and other staff members. Plans, initiates, and ensures the completion of administrative assignments, including, but not limited to, system wide correspondence.
• Reads all incoming mail and independently prepares a wide variety of correspondence and memoranda for signature; schedules meetings and appointments, plans for space, time, etc., schedules, without supervision, appointments of unexpected or urgent matters.
• As required, attends meetings and hearings including those that may be after the close of regular business day. Provides administrative support for meetings and maintains confidentiality of materials.
• Plans, coordinates, and manages the building and office, including maintenance of all equipment.
• Uses strong interpersonal and public relations skills, tact, and diplomacy in receiving and responding to a variety of inquiries, communications, and correspondence, often from high-level officials and administrators.
• Receives and screens all written, and telephone communications directed to the supervisor. Routes requests and inquiries as appropriate for timely responses. Ensures the timely completion of projects. Reviews and edits all correspondence prepared for signature for format, clarity, completeness of reply, grammatical, and procedural correctness. Prepares and disseminates information to schools, central offices, executive staff, and the public.
• Interprets, on behalf of the department head and without supervision, administrative decisions and policies to others and prepares and transmits directives and instructions.
• Receives and conveys messages, instructions, procedures, and confidential materials to staff members. Maintains and controls confidential records and information. Uses independent judgment to explain policies and procedures to office staff, the public and other offices, and departments.
• Compiles, analyzes, and presents a wide variety of data to make decisions based upon the interpretation of existing policies and procedures. Assembles data from various sources, performs calculations, and determines format for presentation. Completes or coordinates the preparation of a variety of reports and related documents.
• Assists designated budget manager in the development, implementation, and administration of the office or departmental operating budget. Assists in developing and compiling budget projections. Gathers all necessary spending data from prior years. Monitors budget authorizations and expenditures. Reviews discrepancy reports and reports any deficiencies.
• Maintains appointment calendars and has authority for commitment of time. Makes and confirms necessary conference and travel arrangements. Keeps appropriate records and expense reports.
• Creates presentation materials for staff members. Presents on behalf of the office to other departments and offices.
• Maintains knowledge of departmental operations, systems, policies, and programs. Gives instruction and guidance to other clerical employees.
• Participates in the development of important correspondence; responsible for the writing and editing of all correspondence.
• Responsible for the organization and timelines of staff responsibilities relative to policy review and revisions.
• Assists with the completion of Board presentations.Maintains excellent public relations and communicates appropriately with senior staff, members of the Board of Education, and BCPS personnel.
• Performs other duties as assigned.
  
  

Qualifications

MINIMUM QUALIFICATIONS

Education, Training, And Experience

• Possession of a high school diploma, plus eight years of responsible administrative experience, five years of which were equivalent to that of an administrative or executive secretary.
• The successful completion of at least two years of college course work is preferred.
• Experience in school systems is preferred.
  
  

Licenses and Certifications

• N/A
  
  

Knowledge, Skills, And Abilities

• Considerable knowledge of business English, spelling, general vocabulary, and punctuation. Knowledge of administrative practices and procedures. Knowledge of the general organization and functions of Baltimore County Public Schools. Knowledge of legal procedures, processes and vocabulary, 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 maintain important operating records and legal files.
• Ability to handle confidential and sensitive information properly and independently.
• Ability to handle multiple time-sensitive projects in a high paced environment.
• Ability to handle and coordinate or prepare a wide variety of requests, correspondence, etc., relative to the functions and responsibilities of the Division of Schools.
• Demonstrated proficiency in the use of technology to complete complex and varied tasks, including completion and creation of spreadsheets, presentations, and briefs.
• Demonstrated proficiency in editing documents for correct grammar and punctuation.
• Ability to work independently, display effective organizational skills, and communicate effectively both orally and in writing. Must possess excellent human relations skills.
• Successful completion of all required tests.
  
  

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

May be required to work additional hours with little or no notice.

This class specification defines the types of duties and level of difficulty of work required of positions in this title. It shall not be held to exclude duties not mentioned nor limit the right of management to assign work to employees.

Citizenship, Residency, Or Work VISA In United States Required.

SALARY: Grade 04 on the Non-Exempt/Non-Represented pay scale. Hourly rates range from $39.93 to $58.19.

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 .

OTHER COMPENSATION: This position may also be eligible for shift differential and longevity as per the AFSCME Master Agreement and Memorandum of Understanding.Visit the BCPS website for additional information at https://www.bcps.org/cms/One.aspx?portalId=2828&pageId=69996497 .

FLSA: Non-Exempt

RETIREMENT: This position is eligible for the Baltimore County Employees’ Retirement System.

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 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.

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 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.
  
  

Office of Staffing and Licensure

443-809-7874

hrstaffing@bcps.org