DEFINITION

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.

EXAMPLES OF DUTIES :

• Performs administrative duties pertinent to the management of the office’s operations. Makes decisions on routine administrative matters requiring the application of past practice, knowledge of office procedures, and the use of judgment and discretion.
• Coordinates the work of office secretarial and clerical staff. Assigns and reviews office secretarial and clerical duties.
• Provides advice and guidance to office staff regarding secretarial, clerical, and office administrative matters. Trains new secretarial / clerical employees.
• Coordinates the orderly flow of work documents within an office. Develops, implements, and improves procedures regarding office secretarial, clerical, and administrative activities.
• Maintains correspondence and document tracking and control systems such as tickler files, spreadsheets, and logs. Tracks and follows up on assigned responses, due dates, reviews, and signatures.
• Processes a variety of transactions, forms, documents, and records associated with office operations. Reviews and verifies documents for completeness, accuracy, and compliance with established policy and procedural requirements.
• Reviews, compiles, and processes receipts, invoices, expense reports and related financial documents. Prepares and maintains records of purchases and other office financial activities.

Reconciles receipts and procurement card purchases. Maintains petty cash accounts.

Records and monitors operating and grant budget expenditures. Researches and gathers information used in budget preparation.

Prepares quarterly budget projections of salary and non-salary expenditures. Utilizes appropriate software applications for recording and monitoring financial activities.

Completes payroll timesheets. Records and monitors regular payroll, special payroll, and contractual payroll expenditures.

Records and documents extended year employment (EYE) payroll

Maintains office calendars. Schedules appointments and meetings. Makes arrangements for facilities and materials required for meetings.

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.

• Composes correspondence, memos and other documents. Prepares official documents and exhibits for hearings. Reviews and edits outgoing correspondence for format, grammar, and completeness.
• Researches, gathers, and compiles information and statistical data for reports. Produces periodic reports of office activities.

Prepares special reports as requested. Uses personal computers and software to design and produce newsletters, brochures, signs, posters, and certificates.

• Performs a full range of skilled word processing functions. Develops, formats, and produces correspondence, memoranda, reports, announcements, forms, and related documents from handwritten copies, verbal instructions, and notes.
• Designs, creates, and maintains databases, spreadsheets, and logs. Enters, retrieves, and sorts information in databases, spreadsheets, and logs.
• Receives, investigates, and resolves inquiries, requests, and complaints to the office. Transmits policies and instructions to members of the office staff.

Explains office procedures to the public and others.

• Answers telephone calls. Provides assistance and information to callers, which requires an understanding of office programs, services, and procedures.
• Serves as a liaison with the Department of Technology for the development and maintenance of the office website. Contacts the Department of Fiscal Services regarding purchasing and budgetary matters.
• Purchases office and instructional supplies and equipment. Arranges for service and / or repair office equipment.

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 for 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. Knowledge of the Gregg Reference Manual.

Demonstrated skill in typing 40 words per minute. Skill in performing responsible administrative secretary functions. Skill in performing office budgetary, payroll, purchasing, and related administrative activities.

Skill in leading, overseeing, and coordinating the work of office secretarial and clerical staff. 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 proofreading and editing documents. 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 maintain confidential information.

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 : Non-exempt

Eligible for the Maryland State Retirement System

Citizenship, residency or work VISA in United States required.

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.

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 activities 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).

There is a compliance officer responsible for identifying, preventing, and remedying prohibited harassment concerning students.

Last updated : 2024-05-19