Administrative Secretary III - (1.0/12 months) - Dundalk Middle School ID-15069
GRADE: 05/ESPBC - $24.13-40.45 (Hourly Base Pay Scale for Non-Exempt Office Professionals, Clerical and Classified Employees Represented by ESPBC, effective July 1, 2024)
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.
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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.
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.
Candidates will complete th BCPS Office Professional Skills Assessment relevant for this position.
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.
Other Compensation
This position may be eligible for extra duty activity pay, as approved by the Supervisor/Principal. Visit the BCPS website to review the ESPBC Master Agreement for additional information at https://www.bcps.org/cms/One.aspx?portalId=2828&pageId=69996497.
FLSA: Non-exempt
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 sick, paid holidays, 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 and retirement orientation upon hire.
Eligible for the Maryland State Retirement System
Visit the BCPS website for additional information about benefit plans for BCPS employees at
https://www.bcps.org/hr/compliance/benefits_and_retirement
Citizenship, Residency Or Work VISA In United States Required.
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. Complaints of harassment should be directed to the executive director, Department of School Safety and Security, 9610 Pulaski Park Drive, Suite 219, Baltimore, Maryland 21220 (443-809-4360).
Application Instructions
Please read and carefully follow the instructions provided below.
- Applicants are required to have a completed application on file for employment with the Baltimore County Public Schools.
- Professional references must be submitted to complete your application. Examples of professional references include current and former managers, supervisors, mentors and/or 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 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 (State of Maryland, Senate Bill 315, effective October 1, 1986) completed. The fee charged for fingerprinting is $109.00. 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 hire.
- 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.
