Administrative Secretary III, OFNS

BCPS•Middle River, MD

1d•Onsite

About The Position

Provides secretarial and responsible clerical services of a general, special, technical, sensitive, and/or confidential nature for an administrator, such as a director, with supervisory responsibilities for several offices. This position requires the incumbent to have a detailed knowledge of the department/division and to promote food relations with administrators, school staff, outside agencies, and the general public. The incumbent serves as a lead secretary.

Requirements

High school diploma or equivalent.
Five years of progressively responsible secretarial work experience.
Knowledge of personal computers and office software packages.
Knowledge of automated office systems.
Knowledge of office practices and procedures.
Thorough knowledge of spelling, grammar, arithmetic, and filing systems.
Skill in performing responsible administrative secretary functions.
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, logs, and filing systems.
Skill in gathering and compiling information for reports.
Skill in processing financial documents and transactions.
Skill in composing correspondence and memoranda.
Skill in operating personal computers and related office equipment.
Skill in performing Webmaster duties and Web accessibility compliance.
Demonstrated ability to type 40 words per minute.
Demonstrated ability to take dictation (any method).
Ability to exercise independent judgment and discretion in applying and interpreting system policies and procedures.
Ability to maintain confidential and important operating records.
Ability to communicate clearly and effectively, both orally and in writing.

Nice To Haves

Two years’ experience with the school system preferred.
Specialized secretarial and/or commercial business courses including office procedures, record management, etc. preferred.

Responsibilities

Composes correspondence, memos, and other documents.
Prepares official documents and exhibits for hearings.
Reviews and edits outgoing correspondence for format, grammar, and completeness.
Performs administrative duties pertinent to the management of the office’s operations.
Makes decisions on routine or semi-routine matters requiring the application of past practice, knowledge of office policy and procedures, and the use of judgment and discretion.
Acts as a liaison with supervisor’s subordinates and ranking personnel in other organizations.
Schedules appointments and meetings, follows up and acts as a reminder on matters of detail, and prepares and/or assembles data that is required.
Makes arrangements for facilities and materials, prepares meeting agendas, attends meetings, records, and prepares minutes.
Maintains knowledge of and advises supervisor’s staff on personnel matters.
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.
Provides advice and guidance to office staff regarding secretarial, clerical, and office administrative matters.
Trains new secretarial/clerical employees.
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.
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, notes, and dictation requiring knowledge and understanding of technical and professional language and originality of presentation.
Receives incoming mail and follows up for required action.
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 time records and completes payroll timesheets.
Compares monthly AMS Leave usage reports to payroll timesheets for accuracy and reports any discrepancies to the Office of Payroll for resolution.
Records and monitors EAMP data.
Designs, creates, and maintains databases, spreadsheets, and logs.
Enters, retrieves, and sorts information in databases, spreadsheets, and logs.
Webmaster responsible for monitoring and updating OFNS’ Web site and that all content meets the WCAG 2.0 AA accessibility requirements.
Receives, investigates, and resolves inquiries, requests, and complaints to the office.
Transmits policies and instructions to members of the office staff.
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.
Researches, gathers, and compiles information and data for reports.
Produces periodic reports of office activities.
Prepares special reports as requested.
Uses personal computers and software to design and produce brochures, signs, posters, and certificates.
Establishes and maintains significant, sensitive, confidential, and personal logs, files, and records.
Examines, checks, and verifies complex documents and reports prepared by others for completeness, accuracy, and format.
Prepares special reports and summaries as requested.
Researches in-house source material as required.
Answers telephone calls.
Provides assistance and information to callers, which requires an understanding of office programs, services, and procedures.
Maintains and controls distribution of purchases, office supplies, and equipment.
Arranges for service and/or repair of office equipment.
Often repairs equipment until technician arrives for service.
Provides backup to the administrative assistant assigned to the Department of Business Services Operations.
Performs other duties as assigned.