Education Foundation & Grants Office Secretary

BCPS•Towson, MD

18h•$23 - $42•Onsite

About The Position

Performs comprehensive secretarial and clerical duties in support of The Education Foundation and Grants for Baltimore County Public Schools (BCPS). Performs complete word processing functions, creates and maintains filing systems, and prepares and processes office documents. Work involves frequent contact with educators, staff from other BCPS offices, volunteers, and the public.

Requirements

Possession of a high school diploma or appropriate equivalent.
Three years of secretarial experience.
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 QuickBooks.
Knowledge of WIX website builder.
Knowledge of Canva design platform.
Knowledge of social media platforms.
Demonstrated skill in typing 40 words per minute.
Skill in performing word processing functions.
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 maintain confidential information.

Responsibilities

Performs a full range of skilled word processing functions.
Develops, formats, and prepares correspondence, memoranda, reports, announcements, and forms.
Composes correspondence and memos.
Prepares specialized documents and technical reports.
Creates documents for mass mailings.
Produces charts, graphs, and tables.
Designs, creates, and maintains flyers, banners, databases, spreadsheets, rosters, and logs.
Enters, sorts, and retrieves information in databases and spreadsheets.
Gathers and compiles information.
Prepares routine and special reports.
Creates and maintains electronic and paper document filing systems.
Receives, distributes, and files documents.
Supports the management of The Foundation’s website, social media platforms, and marketing communications to clients, business and community partners, and the general public.
Reviews and processes documents pertaining to office functions.
Checks documents for completeness, accuracy, and compliance with established policy and procedural requirements.
Receives, opens, analyzes, sorts, and distributes incoming inter-office and U.S. mail.
Follows up on assigned responses, due dates, reviews, and signatures.
Attends meetings and takes notes.
Arranges and coordinates appointments, conferences, and schedules.
Reserves meeting rooms.
Arranges for equipment, supplies, and refreshments as needed.
Answers telephone calls.
Provides assistance and information to callers, which requires a detailed knowledge of office programs, services, and procedures.
Receives and forwards messages to office staff.
Receives and directs visitors to the offices and warehouses.
Greets visitors, answers inquiries and/or directs them to appropriate personnel.
Attends and assists with fund raising events, Exchangeree shopping, exclusive shopping events, and other activities.
Represents The Foundation at events such as New Educator Orientation, the BCPS Partnership Fair, and others.
Assists in maintaining The Education Foundation’s financial accounts and grant funds.
Receives funds from various sources and deposits monies into appropriate accounts.
Assists to verify billing and prepare and process check request forms, requisitions, vouchers, and purchase orders.
Assists with monitoring expenditures.
Purchases office and instructional supplies, materials, and equipment.
Maintains an inventory of office and instructional supplies and equipment.
Arranges for the service and repair of facilities and equipment.
Assists with ensuring accuracy of Exchangeree, event, scholarship, special programs, and grant records including entering shopping list data.
Performs other duties as assigned.