Administrative Assistant II, Department of Information Technology

BCPS•Middle River, MD

4d•Onsite

About The Position

Under general direction, serves as an administrative assistant to an executive leadership position. Performs and/or coordinates a variety of highly responsible and complex administrative functions for the office. Relieves the executive of routine administrative tasks and ensures the efficient operation of the office based on a thorough knowledge of its specialized functions. Exercises good judgment in the receipt, processing, and responses to internal and external inquiries, requests, and correspondence, often of a confidential nature. Performs other duties as assigned.

Requirements

Possession of a high school diploma or appropriate equivalent.
Six years of responsible secretarial experience, two years of which was at least equivalent to that of an administrative or executive secretary.
Considerable knowledge of business English, spelling, general vocabulary, punctuation, and mathematics.
Understanding of modern office practices and procedures.
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 properly handle confidential and sensitive information.
Ability to handle and coordinate or prepare a wide variety of requests, correspondence, etc., relative to the functions and responsibilities of the office of an Assistant Superintendent or executive director level administrator.
Demonstrated proficiency in the use of technology to complete complex and varied tasks.
Excellent oral, written and human relations skills.

Nice To Haves

Two years of post-high school training (Professional Standards Program (PSP) certificate plus one year of college training acceptable) is preferred.
Knowledge of the general organization and functions of Baltimore County Public Schools, or the ability to rapidly acquire such knowledge.

Responsibilities

Coordinates the daily administrative operations of the office.
Plans, initiates, and ensures the completion of office administrative, secretarial, and clerical assignments.
Receives, investigates, and responds to internal and external telephone and written inquiries and requests regarding departmental matters.
Gathers and prepares information as required for responses.
Responds to inquiries using tact and initiative.
Reviews all correspondence, replying to those items not requiring the administrator’s attention and routes matters requiring action by office directors or other senior officials.
Composes, prepares, and produces letters, memoranda, instructions, and other written communications.
Screens all correspondence prepared for the administrator’s signature for format, clarity, completeness of reply, and grammatical and procedural correctness.
Prepares and disseminates information to school, central office, and executive staff.
Receives and conveys messages, instructions, procedures, and confidential materials to staff members.
Maintains and controls confidential records.
Explains established or routine policies and procedures to the public and others.
Coordinates and assists in the preparation of reports.
Researches, gathers, and compiles data required for special assignments and management decisions.
Assists in the preparation of materials for departmental projects.
Assists in the development, implementation, and administration of the departmental operating budget.
Assists in developing and compiling budget projections.
Monitors budget authorizations and expenditures.
Reviews discrepancy reports.
Uses financial computer system and Excel spreadsheets to review and analyze school and office accounts and to generate reports as requested.
Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings.
Disseminates notes and minutes.
Prepares materials required for meetings.
Takes and transcribes dictation.
Maintains appointment calendars and has authority for commitment of time.
Makes and confirms necessary conference and travel arrangements.
Keeps appropriate records and expense reports.
Operates personal computers, printers, copiers, and related office equipment.
Uses office software packages.
Establishes and maintains files and filing systems.
Acquires knowledge of departmental operations, systems, policies, and programs.
Gives instruction and guidance to other secretarial and clerical employees.
Performs other duties of similar scope and complexity.