| Under direction, performs varied
and responsible office and secretarial work. Serves as
principal office support for MCPS legal counsel and staff.
Position deals with non-routine matters requiring research,
investigation or analysis, and knowledge of current issues
with which the office is concerned. Employee exercises
considerable initiative by anticipating requirements of
administrator and staff for information, assembling information
for reports coming due, and tracking events or situations
to keep administrator and staff informed. Work involves
frequent contact with high officials within MCPS and in
other organizations, requiring judgment in arranging meetings
and communication matters. Employee ensures either personally
or through others that office support is available on
a timely basis to serve staff, that adequate supplies
are on hand, and that equipment is in good condition.
The work requires an understanding of legal secretarial
procedures and practices. Skilled operation of word processors
and computers required. |
| This position requires knowledge of all of the seven core competencies of the Supporting Services Professional Growth System (SSPGS) to include commitment to students, knowledge of job, professionalism, interpersonal, communication, organization, and problem solving.
Considerable knowledge of business
English, spelling, general vocabulary, arithmetic and
legal secretarial procedures and practices. Considerable
knowledge of modern office practices, procedures, and
equipment. Considerable knowledge of the general organization
and functions of the major units of MCPS. Ability to keep
complex records, assemble and organize data and to prepare
reports from such records. Ability to compose memoranda
and letters from general instructions. Ability to take
rapid and accurate dictation from individuals or group
meetings may be required for some positions. Ability to
carry out continuing assignments on own initiative. Ability
to handle confidential and controversial matters with
judgment and tact. Ability to operate word processing
equipment and to complete complex word processing tasks.
Skill in the proficient operation of typewriters, word
processors and desktop computers. Good oral and written
communications and human relations skills. Attainment
of the required score on the MCPS typing test. |
| Graduation from high school and
considerable progressively responsible experience in the
secretarial field, including responsible legal secretarial
experience. Completion of some college course work desirable.
Other combinations of applicable education, training,
and experience which provide the knowledge, abilities,
and skills necessary to perform effectively in the position
may be considered. |
|
(Special requirements such as lifting heavy objects and
frequent climbing.) Sustained operation of keyboard devices. |
|
(Frequent overtime or night work required, etc.) None |
|
Performs secretarial and office support duties such
as the following: Keeps calendars and commits supervisors
and/or staff to appointments; makes travel arrangements
and processes travel vouchers; receives, logs-in, screens
and routes mail; answers telephones and takes messages,
screens and routes calls to legal staff; attends meetings
and takes notes; sets up and maintains unit files; researches
and compiles information for reports and other purposes;
prepares written materials from drafts, verbal instructions
or on own. Types legal briefs, memoranda, pleadings
and other documents from rough copy; formats and organizes
material in accordance with standard legal practices
using word processors. Type depositions, statements
and other declarations from written notes. Initiates
actions to keep staff informed of department and school
system operations; assembles files and data for meetings;
arranges meetings and coordinates schedules of staff
and others.
Maintains correspondence controls such as tickler files;
follows up on assigned responses, due dates, reviewers
and signatures; ensures that systemwide correspondence
guides and formats are adhered to within the office.
Prepares formal packages going to the Board of Education
for action, which involves assembling all required documents,
editing and correcting materials, preparing charts,
tables, and memoranda; assigns and coordinates the work
of clerical employees typing, proofreading, assembling,
and distributing reports. Orients new office and secretarial
employees in the office to acquaint them with MCPS procedures
and office requirements; serves as resource on communications
and related policies and procedures. Maintains and controls
important and confidential records. Maintains administrative
manuals and guides; updates with new issuances as they
arrive and ensures that office possesses full and complete
sets of such items; researches such materials to locate
applicable guides for supervisor, staff or own use;
interprets and applies such guides to office management
operations. Receives and screens visitors to office,
answers inquiries regarding unit operations, assists
callers with requests by explaining procedures. Performs
skilled word processing by producing a variety of documents
from rough draft copy, verbal instructions, sketches
and brief notes: utilizes full capability of equipment
to create style sheets, move or merge text, check spelling,
do arithmetic, create mailing lists and form letters;
produces charts, graphs and tables; maintains electronic
data files of documents following established procedures
for creating backup files, purging files, and storing
files. Answers inquiries regarding programs and services,
explaining requirements and assisting callers in completing
forms or other actions; maintains office or unit records
for program and processes actions. Maintains office
supplies; arranges for equipment service; arranges for
building service assistance as needed. Performs related
work as required. |
10/90
2/91, 7192,
9/93, 8/97
10/2007 |
