OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → ADMINISTRATIVE SECRETARY II

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Administrative Secretary II

MONTGOMERY COUNTY PUBLIC SCHOOLS
CLASS DESCRIPTION
OFFICIAL TITLE: Admin Secretary II CODE: 4090 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Secretary II GRADE: 15 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: 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. This position also may involve accounts maintenance including purchase orders, invoices and fiscal reports, and monitoring of fiscal activities. Position(s) deals 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.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: 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. Working knowledge and skills in proficient use of FMS components, accounts maintenance, and procurement procedures. Skill in the proficient operation of desktop computers. Good oral and written communications and human relations skills. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: High School or GED diploma required. Associates degree preferred. Minimum two years experience with considerable progressively expierience in the secretarial field, preferably supplemented with experience in performing accounts maintenance and related fiscal work, 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.
CERTIFICATE AND LICENSE REQUIREMENTS: None
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Positions typically require sustained operation of keyboard devices.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.)
OVERTIME ELIGIBLE: Yes

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(The job duties listed are typical examples of the work performed by this job classification. Not all duties assigned are included, nor are all duties listed performed in every office.)



Performs various office and secretarial work for an administrator and staff at the department level. Assist as the primary office support for administrators at the department level or equivalent.

Deals with non-routine matters requiring research, investigation or analysis, and knowledge of departmental issues.

Exercises judgment and independent thinking as it relates to anticipating requirements of administrator and staff for information, assembles information for reports coming due, and tracks 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.

Ensures that office support is available on a timely basis to assist staff, that adequate supplies are on hand, and that equipment is in good condition.

Understands system wide, departmental and divisional organization, and their subunits, and applicable Board policies affecting departmental operations.

Performs secretarial and office support duties such as: Keeps calendars, accepts and commits directors and/or staff to appointments; Makes travel arrangements, processes travel vouchers.

Receives, logs-in, screens and routes mail.

Answers telephones and takes messages, screens and routes calls to director and staff.

Attends meetings and takes meeting minutes.

Sets up and maintains unit files.

Researches, compiles, creates and distributes reports to the director and/staff or other stakeholders.

Prepares written materials from drafts, 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 and/or temporary 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.

Assist 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 directors, 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, bid documents, announcements, forms, etc.) from rough draft copy, verbal instructions, 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 including those regarding procurement and fiscal matters.

Maintains office supplies; arranges for equipment service; arranges for building service assistance as needed.

Process payroll timesheets for department/division, check and processes time and attendance and payroll forms for unit trainings.

Maintains and reconcile budget account for department/division.

Order and distributes office supplies. Transfers/reconcile of funds.

Compiles fiscal and statistical information for reports. Process voucher corrections and special check requests.

Process 460 TPT, makes journal entries into general ledger. Participates in interviews panels and assist in process.

Updates department/site specific web page.

Sets up and arranges department/division conferences and meetings (Activities may include order food, setting up, advertising, etc.)Ensures office runs smoothly.

Participates in employee evaluation by providing indirect feedback to director.

Performs related work as required.

Class Established: 1/1970
Date(s) Revised: 7/71, 5/74, 3/83, 1/89, 11/89, 7/92,10/2007, 7/11,9/12, 9/17
Last Reviewed:

This description may be changed at any time.

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