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Administrative Secretary II |
4090 |
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15 |
| : Under direction, performs varied and responsible office and secretarial work for an administrator and staff at the department level. The class consists of positions serving as principal office support for administrators at the department level or equivalent. Positions deal with non routine matters requiring research, investigation or analysis, and knowledge of departmental issues. Employees exercise 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. Employees ensure 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 system wide, departmental and divisional organization, and their subunits, and of applicable Board polices affecting departmental operations. Skilled operation of word processors and computers is a normal requirement of positions and some positions may require ability to take and transcribe oral dictation. |
| 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, and arithmetic;
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, to 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 at 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, wordprocessors
and desktop computers. Good oral and written communications
and human relations skills.
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| Graduation from high school and
considerable progressively responsible experience in
the secretarial field, including some experience with
Montgomery County Public Schools. 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 some college course work desirable. |
| None |
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(Special requirements such as lifting heavy objects and
frequent climbing.) Positions typically require sustained
operation of keyboard devices |
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(Frequent overtime or night work required, etc.) Attainment
of a required score on the MCPS Typing or Stenographic
Test may be required of designated positions |
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Yes |
- Performs secretarial and office support duties such as: Keeps calendars and commits supervisor's 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 administrator and 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, machine or oral dictation, verbal instructions or on own.
- Initiates actions to keep administrator and staff informed of department and school system operations; assembles files and data for meetings; arranges meetings and coordinates schedules of administrator, staff and others.
- Maintains department level correspondence controls such as tickler files; follows up on assigned responses, due dates, reviewers and signatures; ensures that departmental or system wide correspondence guides and formats are adhered to within department and its subunits.
- 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 department to acquaint them with MCPS procedures and departmental requirements; serves as resource throughout department on communications and related policies and procedures.
- Maintains and controls important and confidential records kept at department level.
- 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 (letters, memos, reports, psychological evaluations, bid documents, announcements, forms, etc.) from rough draft copy, machine dictation, 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.
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1/70
7/71, 5/74,
3/83, 1/89, 11/89, 7/92
10/2007 |
This description may be changed at any time.
Note: A general guide to class description, which includes
definitions of standard terms used, is considered an integral
part of this description and is available
from the Office of Human Resources. |
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