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Administrative Services Manager I, Chief Communications Officer

OFFICIAL TITLE: Admin Services Manager I CODE: 4150 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Services Manager I, Chief Communications Officer GRADE: 17 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction provides administrative support for the chief communications officer and coordinates all administrative support functions for units that are part of the office. Works in close coordination with the administrative services manager IV in the Office of the Superintendent of Schools as well as the administrative services managers of other cabinet and executive level offices to support effective collaboration among the respective offices. This position requires a polished professional with exceptional organizational, writing, editing and communications skills who thrives in a fast-paced environment. Sound judgment, tact, and discretion are essential. The work requires a thorough understanding of school system organization and functions, and strong administrative skills.
KNOWLEDGE, SKILLS, AND ABILITIES: 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 supervise and coordinate other support staff within in the office. Ability to operate standard office equipment word processing and other software, and peripheral office equipment. Extensive knowledge of the Microsoft Office suite of products, and related office software to complete complex word processing tasks, develop PowerPoint presentations, build and maintain spreadsheets, and create databases. Strong proofreading and editing skills. Position requires proficiency in financial management, including a working knowledge of the MCPS Financial Management System or similar financial tracking systems. Excellent 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 degree required, Associates degree or completion of at least one year of college course work with courses in English composition, business/public administration, or applicable office support courses desirable, Considerable progressively responsible administrative/secretarial work experience, preferably with Montgomery County Public Schools or other school systems. Experience working in a highly visible and busy office desirable. Considerable editing experience and thorough familiarity with MCPS correspondence standards and business English, including exceptional grammar spelling and punctuation skills. Other combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position will be considered.
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.


Provides administrative support to the chief communications officer.

Coordinates all administrative functions for units within the Office of Communications.

Collaborates with fellow administrative services managers in the office of the superintendent of schools and other cabinet and executive staff offices and to ensure smooth operations.

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

Collaborates with the other clerical staff in the office of the superintendent of school to ensure smooth operations.

Creates, reviews and monitors correspondence and task lists to ensure that the work of the Office of Communications is proceeding smoothly and efficiently.

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

Creates and, maintains various databases.

Organizes events for the office and assists in coordination and planning of systemwide events.

Reviews and edits drafts of memoranda and talking points for the superintendent of schools and other executive offices ensuring format clarity and content accuracy of the material.

Monitors financial records for the office of the communications.

Maintains Outlook calendar, contact lists, task lists, etc.

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

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

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

Performs related work as required.

Class Established: 7/2000
Date(s) Revised: 6/2015
Last Reviewed: 9/2017

This description may be changed at any time.

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