Secretary: Administrative II (Special Education: Special Services)

Anne Arundel County Public Schools•Annapolis, MD

13h•Onsite

About The Position

Performs responsible secretarial duties in support of the assigned area including, but not limited to: Acting as secretary to the immediate supervisor, answering and screening telephone calls, receiving and distributing mail and correspondence; keeping the supervisor's calendar; preparing correspondence and reports, scheduling appointments, preparing charts, graphs, and performing desktop publishing tasks, establishing accurate subject-matter files, records, lists, etc., in accordance with the requirements of the immediate supervisor and the professional staff, taking responsible follow-up action needed to complete work assignments.

Requirements

High School Diploma or Equivalency Certificate required.
Three (3) years progressive diversified secretarial and/or administrative experience, two (2) years of which were at the Administrative Secretary I level required; Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the applicant to successfully perform the duties of the position.
Considerable knowledge of Board of Education organization and operations, policies, and procedures.
Thorough knowledge of modern office practices and procedures, bookkeeping, business English, spelling, and arithmetic.
Ability to exercise initiative and good judgment in the timely execution of delegated administrative responsibilities.
Ability to exercise curtesy, tact and cooperation in dealing with Board of Education personnel, contractors, and/or outside agencies and the general public.
Ability to use school-based computer applications and/or financial information management systems.
Ability to communicate effectively both orally and in written form with colleagues, staff, administrators and the general public.
Ability to operate various office equipment such as calculator, copier, fax, printer, etc.
Ability to maintain confidentiality and security of operating records, files and materials.
Demonstrated ability to effectively work and communicate with diverse populations.

Nice To Haves

Some College Level Courses in business or secretarial school training preferred.
Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred).
For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.

Responsibilities

Serves as secretary to the immediate supervisor and members of the professional staff.
Answers and screens telephone calls and visitors.
Schedules appointments; Gathers documents, files and/or background materials; necessary for the appointments.
Schedules and arranges meetings/conferences, preparing necessary material.
Receives, reads, and screens incoming mail, correspondence, reports, memos, announcements, etc. Independently handles those not requiring the attention of immediate supervisor.
Establishes and maintains subject-matter files, records, lists or other such bookkeeping/file maintenance systems in accordance with the needs of the office/department. Exercises initiative in establishing or revising such records and files to meet future needs.
Composes letters, memoranda, instruction, notices or other such routine transmittals on a variety of subjects relative to the functions and programs of the office/department.
Prepares a variety of letters, summaries, or other such correspondence pursuant to the form and desired arrangement of the immediate supervisor.
May attend meetings to take minutes, preparing and distributing as appropriate.
Assembles and prepares information/data, calculates figures, and prepares routine or periodic reports, lists, or documents; or coordinates and supervises the preparation and completion of such items.
Operates a variety of office machines and equipment.
Orders and maintains an ample amount of office supplies and materials.
Prepares purchase orders, receives supplies/material/equipment, receives and processes invoices and ensures proper payment.
Works in collaboration with the budget office on issues related to department budget.
Assists in record keeping and tracking of documentation in support of budget/grants.
Maintains good public relations with other departments and school districts.
May maintain documentation related to staff payroll and leave.
Assists in conducting research related to specific tasks and projects.
Performs other related duties as assigned within the same classification or lower.