Secretary to the Director of Student Services

Charles County Public Schools•La Plata, MD

About The Position

Terms of Employment: 12-Month Exemption Status: Non-Exempt AFSCME SALARY SCALE: UA Grade 09-10 https://www.ccboe.com/careers/salary-scales EDUCATION AND WORK EXPERIENCE • High school diploma or a general education degree (GED) is required. • Two years of demonstrated administrative/secretarial experience is required. • Three to five years’ experience with MS Word, MS Excel, and MS Access is preferred. • Ability to work flexible hours as needed. QUALIFICATIONS • Ability to deal with problems involving several variables in standardized situations. • Ability to maintain department and grant financial records. • Demonstrates attention to detail. • Works well in group problem-solving situations. • Manages difficult or emotional customer situations; responds promptly to customer needs; responds to requests for service and assistance; meets commitments. • Maintains confidentiality; remains open to others’ ideas and tries new things. • Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information. • Ability to deal courteously and tactfully with employees of the Board of Education, parents, outside agencies, and the general public. • Treats people with respect; keeps commitments; works with integrity and ethically; upholds school system values. • Follows policies and procedures; completes administrative tasks correctly and on time. • Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality. ESSENTIAL JOB FUNCTIONS • Manages supervisor’s calendar and independently schedules appointments. • Screens incoming calls and correspondence and responds when possible. • Composes routine letters and drafts. • Compiles and prepares data for surveys and reports. • Maintains department attendance and leave records. • Reviews outgoing correspondence for punctuation, procedural and grammatical accuracy, and conformance with general policy. • Responsible for the general filing of all correspondence. • Processes requisitions of supplies, equipment, printing, maintenance services, etc., and ensures that the Department is adequately equipped with necessary supplies and equipment. • Establishes and maintains department-level files for all department employees and subject matter files in connection with the work under the Director’s control. • Processes documentation for subpoenas. • Experience with Synergy is preferable. • Processes support staff personnel payroll paperwork as outlined by the payroll department. • Other duties and responsibilities as assigned by the Director. ENVIRONMENTAL FACTORS & PHYSICAL REQUIREMENTS The environmental factors and/or physical requirements of this position include the following: While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand, and finger dexterity, including the ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to sit, reach with hands and arms, talk, and hear. Charles County Public Schools reserves the right to re-advertise and modify the content of vacancy announcements at any time; however, this may be the only notice for this position during the noted advertisement period. The Charles County public school system does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, age, or disability in its programs, activities, or employment practices. For inquiries, please contact Dr. Michael Blanchard, Title IX/ADA/Section 504 Coordinator (students) or Nikial M. Majors, Title IX/ADA/Section 504 Coordinator (employees/ adults), at Charles County Public Schools, Jesse L. Starkey Administration Building, P.O. Box 2770, La Plata, MD 20646; 301-932-6610/301-870-3814. For special accommodations, call 301-934-7230 or TDD 1-800-735-2258, two weeks prior to the event.

Requirements

High school diploma or a general education degree (GED) is required.
Two years of demonstrated administrative/secretarial experience is required.
Ability to deal with problems involving several variables in standardized situations.
Ability to maintain department and grant financial records.
Demonstrates attention to detail.
Works well in group problem-solving situations.
Manages difficult or emotional customer situations; responds promptly to customer needs; responds to requests for service and assistance; meets commitments.
Maintains confidentiality; remains open to others’ ideas and tries new things.
Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information.
Ability to deal courteously and tactfully with employees of the Board of Education, parents, outside agencies, and the general public.
Treats people with respect; keeps commitments; works with integrity and ethically; upholds school system values.
Follows policies and procedures; completes administrative tasks correctly and on time.
Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
Ability to work flexible hours as needed.

Nice To Haves

Three to five years’ experience with MS Word, MS Excel, and MS Access is preferred.
Experience with Synergy is preferable.

Responsibilities

Manages supervisor’s calendar and independently schedules appointments.
Screens incoming calls and correspondence and responds when possible.
Composes routine letters and drafts.
Compiles and prepares data for surveys and reports.
Maintains department attendance and leave records.
Reviews outgoing correspondence for punctuation, procedural and grammatical accuracy, and conformance with general policy.
Responsible for the general filing of all correspondence.
Processes requisitions of supplies, equipment, printing, maintenance services, etc., and ensures that the Department is adequately equipped with necessary supplies and equipment.
Establishes and maintains department-level files for all department employees and subject matter files in connection with the work under the Director’s control.
Processes documentation for subpoenas.
Processes support staff personnel payroll paperwork as outlined by the payroll department.
Other duties and responsibilities as assigned by the Director.