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Administrative Services Manager, Associate Superintendent, Employee Engagement and Labor Relations

OFFICIAL TITLE: Admin Services Manager I CODE: 4150 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Services Manager, Associate Superintendent, Employee Engagement and Labor Relations GRADE: 17 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction of the associate superintendent, performs confidential and highly responsible administrative, and secretarial work. Serves as principal office support for associate superintendent. Employee coordinates office support to ensure the completion of work on a timely basis to serve office staff. Position deals with matters requiring research, and knowledge of current issues with which the office is concerned. Employee exercises considerable initiative by anticipating requirements of administrative staff for information, assembling information for reports and filings coming due, and tracking events, deadlines or situations to keep associate superintendent and staff informed. Work involves frequent contact with high level officials within Montgomery County Public Schools (MCPS) and in other organizations that require judgment in arranging, and attending meetings and communicating matters in a timely and professional fashion. Employee maintains responsibility for maintaining the highest leave of confidentiality of all MCPS information, records, and files. The work requires a thorough understanding of school system organization and functions, discretion, good judgment and tact in dealing with all matters.
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of business English, spelling, general vocabulary, and punctuation. Knowledge of 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. Demonstrated ability to use standard office equipment and software efficiently and effectively. Excellent oral and written communications and human relations skills. Ability to interact with diverse and high level constituencies and convey sensitive information with tact, patience and diplomacy. Ability to maintain composure under pressure. Ability to multitask, prioritize changing assignments, and organize work load, meet deadlines, while exercising attention to detail. Ability to work as part of a team. Ability to acquire knowledge of and meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: Graduation from high school with at least one year of college course work related to office administrative support required. A minimum of three year experience providing office or school administrative secretarial preferably in MCPS, 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.) Position requires sustained operation of keyboard devices.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Must be able to work unusual hours, nigh, weekend 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.)

Provides administrative support to the associate superintendent.

Coordinates all administrative functions for units within the Office of Employee Engagement and Labor Relations. 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 Employee Engagement and Labor Relations 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 system wide events.

Monitors financial records for the office.

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

Keeps calendars and commits supervisors and/or staff to appointments, 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. Assembles needed files and data, prepares agendas and drafts presentations.

Answers telephones, takes messages, screens and routes calls to associate superintendent and appropriate office staff.

Researches and compiles information for reports and other purposes.

Initiates actions to keep staff informed of office and school system operations.

Sets up, maintains, indexes, and controls important and confidential records and paper and/or electronic case files, including daily and regular filing.

Maintains correspondence controls such as tickler files; follows up on assigned responses, due dates, reviewers and signatures; ensures that system wide correspondence guides and formats are adhered to within the office.

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 employees typing, proofreading, assembling, and distributing reports.

Orients new office and secretarial employees in the office to acquaint them with MCPS procedures and office requirements.

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 supervisor, staff or own use; interprets and applies such guides to office management operations.

Utilizes resources appropriately to complete work in the most efficient manner.

Proactively communicates the status of work.

Participates and contributes fully as a team member;

Develops spreadsheets and databases.

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

Composes memoranda, reports, correspondence, and replies to correspondence and maintains confidentiality as required

Creates and maintain various databases including Excel.

Performs administrative tasks without supervision.

Reviews and edits outgoing correspondences and materials for format clarity and content accuracy.

Manages special projects and ensures tasks are completed in a timely manner.

Performs related duties consistent with the scope and intent of the position.

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

This description may be changed at any time.

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