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Administrative Secretary Comm. Superintendent |
4140 |
| Under direction, provides secretarial
services to the chief financial officer, conserving his/her
time by attending to routine administrative details, overseeing
office operations, supervising clerical staff, and initiating
and controlling the reporting and communications functions
of the office. The work requires a thorough understanding
of school system organization, regulations and policies
pertaining to matters of finance, and accepted standards
for preparing correspondence and other materials and performing
other secretarial/clerical functions. |
| Considerable knowledge of business
English, spelling, general vocabulary, punctuation and
arithmetic. Considerable knowledge of modern office practices
and procedures. Knowledge of the general organization
and functions of Montgomery County Public Schools, or
the ability to rapidly acquire such knowledge. Ability
to organize materials, handle routine administrative details,
and prepare reports exercising sound decision-making,
confidentiality, independence, discretion and good judgment.
Ability to coordinate the work of the office clerical
staff. Ability to take notes and to transcribe complex,
semi technical material from individuals and groups. Ability
to use a typewriter, personal computers and mainframe
data-entry equipment to complete official correspondence
and other complex clerical tasks, and to create and manipulate
simple databases and spreadsheets. Strong oral communications,
written communications and human relations skills. Completion
of the MCPS Typing Test at the required score. |
| Graduation from high school with
considerable, progressively responsible secretarial work
experience, preferably with Montgomery County Public Schools.
School and central office experience 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.
Completion of at least one year of college course work
desirable. |
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(Special requirements such as lifting heavy objects and
frequent climbing.) Position requires sustained operation
of keyboard devices. |
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(Frequent overtime or night work required, etc.) Ability
to work unusual hours and overtime as required. |
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Composes memorandums, correspondence and replies to
correspondence of a non-policy or non-technical nature
with little or no instruction; reviews drafts and final
copy of material sent to schools, departments, divisions
and offices; checks outgoing correspondence and material
for format, clarity, and compliance with Board policies;
summarizes reports submitted to the chief financial
officer from department directors, associate superintendents,
supervisors and principals. Gathers budgetary and personnel
data and prepares reports; provides staff with pertinent
information pertaining to personnel matters and fiscal
accounts. Develops suggestions and recommendations to
improve the flow of work in the office and to assign
and balance the secretarial/clerical workload. Maintains
the chief financial officer's calendar, schedules appointments
and makes arrangements for other members of the staff
to represent him/her when necessary; arranges for conferences
and meetings, including scheduling space and time and
notifying participants; receives visitors and telephone
inquiries ascertaining the nature of calls and inquiries,
determining which the chief financial officer should
handle personally and which staff members should handle;
reviews, prioritizes and reroutes incoming mail; prepares
minutes for group meetings. Communicates department
policies, regulations and decisions to schools, other
offices, community and governmental agencies. Operates
word processing equipment in the completion of complex
and varied word processing tasks and instructs others
in the operation of such equipment as required. Performs
related work as required.
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