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Administrative Operations Secretary

OFFICIAL TITLE: Admin Operations Sec CODE: 4115 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Operations Secretary GRADE: 14 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under general supervision, performs varied office and secretarial work for managers and staff at a depot. The class consists of positions serving as the principal office support for supervisory staff at a depot. This level deals with matters requiring research, investigation or analysis, and consideration of several variables before acting. Employees exercise considerable initiative by anticipating requirements of manager and staff for information, assembling information for reports coming due, and tracking events or situations to keep managers and staff informed. 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 departmental and divisional organization, subunits and MCPS functional relationships. Skilled operation of word processors and computers is a normal requirement of positions.
KNOWLEDGE, SKILLS, AND ABILITIES: Knowledgeable of MCPS organization and functions, office policies and regulations. Considerable knowledge of business English, spelling, general vocabulary, and arithmetic; considerable knowledge of modern office practices, procedures, and equipment; working 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 carry out continuing assignments on own initiative; ability to take rapid and accurate dictation from individuals or group meetings may be required for some positions. Ability to effectively utilize the MS/Office suite for all depot tasks. Skill in the proficient operation of desktop/laptop 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 in a busy office environment which included some supervisory experience. 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.
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Positions typically require sustained use of keyboard devices.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.)


(The duties listed are typical examples of the work performed by this job classification. This is not an exhaustive statement of duties, responsibilities or requirements and does not limit the assignment of additional related duties for the position. Not all duties assigned are included, nor are all duties listed performed in every office or every day.)

Performs a variety of office and secretarial work for depot manager and staff such as:
Receives and logs maintenance requests into MAXIMO/FASTER system
Maintains depot manager calendar
Makes travel arrangements and processes travel vouchers.
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.
Prepares written materials from drafts, verbal instructions or prepares correspondence to be signed by executive staff.
Processes timesheets for entire depot and releases to payroll.
Receives and screens visitors, walk-ins to office, answers inquiries regarding office operations and procedures.
Receives, logs in screens and routes mail.
Researches and compiles information for reports and other purposes.
Tracks expenses and produces financial reports for review by the depot manager.
Utilizes full capability of software to create style sheets, move or merge text, proofs and edits, create mailings lists, form letters, produces charts, graphs and tables and reports.
Maintains electronic data files of documents following established procedures for creating backup files, purging files, and storing files.
Acts as back-up for higher level administrative secretaries.
Answers inquiries regarding programs and services, explaining requirements and assisting callers in completing forms or other actions; as needed.
Collects data points for depot reports and assembles information for reports coming due.
Arranges for building service assistance as needed.
Assembles files and data for meetings/training for staff and attendees.
Attends meetings as requested and records, types distributes meeting minutes to stakeholders.
Creates and maintains databases as needed.
Ensures that office support is available on a timely basis, that adequate supplies are on hand, and maintains all office equipment is in good condition.
Ensures that system wide correspondence guides and formats are adhered to within the depot.
Ensures understanding and compliance with established policies and guides.
Maintains depot level correspondence controls such as tickler files following up on assigned responses, due dates, reviewers and signatures.
Instructs and explains matters involving office systems and communications policies and procedures to personnel in depot.
Maintains and enters data into FMS accounts.
Performs related work as required.

Class Established: 7/2009
Date(s) Revised:
Last Reviewed: 9/2017

This description may be changed at any time.

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