Deep Creek Elementary.Administrative Secretary III (12-month)

Job Description

Performs and coordinates administrative and secretarial functions for an office or school. Leads, oversees, and coordinates the work of office secretarial and clerical staff. Coordinates the orderly flow of work documents within an office. Exercises independent judgment and discretion in applying office rules, practices, and procedures to the execution of administrative assignments. Performs other duties as assigned.

Responsibilities

EXAMPLES OF DUTIES:

• Serves as secretary to a school principal and relieves him/her of many administrative details as assigned.
• Assigns, instructs, and coordinates work among clerical office personnel to ensure the continuous and efficient flow of office work at all times, trains new office employees and student assistants. Maintains school financial accounts; is responsible for school funds received from a variety of sources. Receives and deposits monies into appropriate accounts; verifies billings and issues checks for payment.
• Tracks all financial activity (school income and expenditures) at the school and prepares monthly bank reconciliation and trial balances. Maintains ledgers and journals, prepares trial balance, makes bank reconciliation and prepares reports, statements, and summaries (executes general accounting functions for school-based budget).
• Generates purchase orders and confirms delivery, including direct contact with vendors to discuss concerns.
• Types correspondence, observations, evaluations, announcements, bulletins, reports, newsletters, schedules, handbooks, lists, and forms from corrected copy, rough draft, or oral instructions; gathers material from a variety of sources, compiles and/or prepares information for inclusion in such documents. Composes correspondence and prepares special reports and summaries as required. May take and/or transcribe dictation.
• Performs administrative details pertinent to the office. Conducts liaison with school’s staff and ranking personnel in central/regional meetings, follows up and acts as a reminder on matters of detail and prepares and/or assembles data required. Establishes and maintains significant, sensitive, confidential and personal logs, files, and records. Maintains a knowledge of and advises school staff on personnel matters.
• Screens incoming telephone calls; answers general inquiries and directs those, where practical, to other responsible personnel. Receives calls, answers questions, gives directions and/or arranges for escorts. Reviews incoming mail, obtains and attaches pertinent information, prioritizes and routes to supervisor or other school personnel as appropriate; follows up for required action. Reviews mail prepared for supervisor’s signature, noting format, grammar, and completeness. Schedules and, when necessary, coordinates various teacher and student activities.
• Maintains time records and computes hours worked within pay periods for teachers, staff, custodial, and substitute account and track movement of funds.
• Maintains and controls distribution of office and instructional supplies and equipment. Arranges for service and/or repair of office equipment; often repairs equipment until technician arrives for service. May coordinate social events.
• Receives, screens, and distributes incoming and outgoing mail and/or correspondence. Handles routine matters.
• May schedule use of school building. Completes request forms and submits monthly reports. Prepares statistical and confidential reports regarding school personnel and students.
• Maintains good public relations with parents, students, general public, citizen groups, and professional organizations in representing the principal.
• May register and withdraw students including preparing and processing all related records and paperwork.
• May schedule and arrange field trips. May instruct and direct the activities of other office personnel as appropriate.
• Performs other duties as assigned.
  
  

Qualifications

MINIMUM QUALIFICATIONS

Education, Training, And Experience

Possession of a high school diploma or appropriate equivalent. Five years of progressively responsible secretarial experience.

Candidates will complete the BCPS Office Professional Skills Assessment relevant to this position.

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 in performing responsible administrative secretary functions. Skill in leading, overseeing, and coordinating the work of office secretarial and clerical staff. Skill in performing office budgetary, payroll, purchasing, and related administrative activities. Skill in coordinating the orderly flow of work documents within an office. 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. Ability to properly maintain confidential information.

Licenses And Certifications

• N/A
  
  

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.

SALARY: Grade 05-$24.37-$38.95 (Hourly Base Pay Scale for Non-Exempt Office Professionals represented by ESPBC, effective September 20, 2025)

RETIREMENT: Eligible for the Maryland State 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 you 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 escript/clearinghouse from your university.
• Some positions will require employees to undergo a physical examination.
• All newly hired personnel must attend a Benefits and Retirement Orientation meeting.
• Additional job verification will be required for salary credit.
  
  

Contact Information

Kelly Hammond, HR Analyst

Email: otshiring@bcps.org

Phone:443-809-8952