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Administrative Secretary I

OFFICIAL TITLE: Administrative Secretary I CODE: 4130 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Secretary I GRADE: 14 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under general supervision, performs varied office and secretarial work for supervisors and staff at the division level. The class consists of positions serving as the principal office support for supervisory staff at the division level or equivalent. 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 supervisor and staff for information, assembling information for reports coming due, and tracking events or situations to keep supervisors 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: 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 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. 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. Written and oral communication skills training; Considerable experience providing high-level secretarial/data management functions using modern office technologies. 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.)


Performs a variety of office and secretarial work for division supervisor, coordinator level staff, executive staff level and school based staff.

Tracks grants, expenses and produces financial reports for review by the supervisor/coordinator.

Processes timesheets for entire division/depot/units and releases to payroll.

Creates and maintains databases needed for tracking expenses, accounts, parts, etc.

Maintains and enters data into FMS accounts, creates spreadsheets for drawing down expenses and informs management of the availability of funds.

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.

Instructs and explains matters involving office systems and communications policies and procedures to personnel in division.

Ensures understanding and compliance with established policies and guides. Assist as the primary office support for supervisor, coordinator staff at the division level.

Researches and analyzes, investigates or analysis, issues before acting.

Anticipates requirements of division and staff information, assembling information for reports coming due and tracking events or situations to keep supervisors/coordinators and staff informed.

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. Understands the organization and functions of MCPS and schools and office policies and regulations. Maintains calendars and schedules appointments and conference calls on behalf of the division supervisor/coordinator with various MCPS and community stakeholders.

Follows up requests for information with phone call/email as necessary.

Makes travel arrangements and processes travel vouchers.

Receives, logs in screens and routes mail.

Answers telephones, addresses the issues or routes call to appropriate staff if action cannot be taken immediately.

Attends meetings, takes meeting minutes, type's minuets and distribute to appropriate stakeholders.

Sets up and maintains unit files and confidential files. Researches and compiles information for reports and other purposes.

Prepares written materials from drafts, verbal instructions or prepares correspondence to be signed by executive staff.

Produces a variety of documents (letter, memos, reports, psychological evaluations, bid documents, announcements forms, etc.) from rough draft copy, verbal instructions, and brief notes.

Assembles files and data for meetings/training for staff and attendees. Maintains division level correspondence controls such as tickler files. Follows up on assigned responses, due dates, reviewers and signatures.

Ensures that division or system wide correspondence guides and formats are adhered to within department/division.

Researches such materials to locate applicable guides for supervisor/coordinator or own use. Interprets and applies such guides to office management operations.

Receives and screens visitors, walk-ins to office, answers inquiries regarding office operations and procedures.

Utilizes full capability of equipment 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. Arranges for building service assistance as needed.

Acts as back-up for higher level administrative secretaries.

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.

Sets up and arranges division conferences and meetings (Activities may include order food, setting up, advertising, etc.)

Performs related work as required.

Class Established: 1/70
Date(s) Revised: 7/71, 5/74, 3/83, 1/89, 11/89, 7/92, 8/97, 12/2007, 7/2009
Last Reviewed: 9/2017

This description may be changed at any time.

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