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Administrative Services Manager, Associate Superintendent

OFFICIAL TITLE: Admin Services Manager I CODE: 4150 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Services Manager, Associate Superintendent GRADE: 17 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, coordinates and supervises clerical/secretarial services for an associate superintendent. Work of the class includes service intended to relieve the administrator of administrative detail and to conserve his/her time, oversee office operations and supervise clerical staff, and initiate and control ongoing reporting and communications functions of the office. The work requires a thorough understanding of school system organization and functions, and strong secretarial skills.
KNOWLEDGE, SKILLS, AND ABILITIES: 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 independently carry out continuing assignments requiring the organization of materials, the handling of routine administrative details, the preparation of confidential reports and sound decision-making. Ability to review sensitive material and handle confidentially. Ability to use independent judgment and discretion in performing duties. Ability to operate standard office equipment. Extensive knowledge of the Microsoft Office suite of products, and related office software; to complete complex word processing tasks, develop PowerPoint presentations, and build and maintain Excel spreadsheets. Strong proofreading and editing skills. Excellent oral and written communications and human relations skills. Ability to multitask, prioritize changing assignments, and organize work load, meet deadlines, and work well under pressure, while exercising attention to detail. Ability to work as part of a team. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: Graduation from high school and considerable progressively responsible secretarial work experience, preferably with Montgomery County Public Schools, with 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 coursework desirable.
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Positions require sustained operation of keyboard devices.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Ability to work unusual hours and overtime as required.


(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.)

1. Coordinates and supervises clerical/secretarial services for an associate superintendent.

2. Performs routine administrative tasks without supervision to ensure the office runs smoothly.

3. Oversees and develops office operations and collaborates with clerical staff to manage the work load and ensure projects/tasks are completed in a timely manner.

4. Initiate and control ongoing reporting and communications functions of the office.

5. Composes memorandums, correspondence, and replies to correspondence and maintains confidentiality as required. (Board papers, etc.)

6. Reviews drafts, makes edits, obtains signature, and distributes final copy of material sent to schools, and the community from various departments, divisions, schools, and offices.

7. Review and edits outgoing correspondence and material for format clarity, content accuracy and compliance with Board policies.

8. Summarizes reports submitted from department directors, supervisors and principals for the purpose of updating & reporting to executive staff.

9. Gathers budgetary and personnel data and prepares operating and activity reports.

10. Advises department, division directors, and principals on pertinent and confidential information, as required.

11. Maintains the associate superintendent's calendars, contact lists, task lists, etc.

12. Schedules appointments and meetings without prior clearance and makes arrangements for other members of the staff to represent him/her when necessary.

13. Arranges for conferences and meetings, including scheduling logistics, schedules space and time and notifies participants.

14. Receives visitors and telephone inquiries, resolves issues, and forwards unresolved calls to appropriate staff.

15. Reviews and prioritizes mail and direct correspondence which can be referred to others.

16. Participates in meetings, takes notes and distributes to appropriate staff.

17. Prepares memos to HR to inform them of interview logistics, work collaboratively with associate superintendents to identify interview panel participates and prepares appropriate paperwork. Coordinates interviews and occasionally sits on interview panel as required.

18. Works with various software program and databases to update/report appropriate create, maintain, various database and develop reports for distribution.

19. Supports associate superintendent, principals and school cluster emergency reporting to ensure school and student safety.

20. Receive serious incident call, captures incident data, updates database and notifies appropriate offices and executive staff.

21. Receives, reviews, and distributes reports to various departments for appropriate action.

22. Validate school related field trip, obtains appropriate signature, notifies schools, reviews reports for completeness, and enters data into database at completion of field trip.

23. Performs related work as required.

Class Established: 7/00
Date(s) Revised: 11/00, 10/07, 7/13
Last Reviewed: 9/2017

This description may be changed at any time.

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