OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → ADMINISTRATIVE SERVICES MANAGER I, OCOO

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Administrative Services Manager I, OCOO

MONTGOMERY COUNTY PUBLIC SCHOOLS
CLASS DESCRIPTION
OFFICIAL TITLE: Admin Services Manager I CODE: 4150 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Services Manager I, OCOO GRADE: 17 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction of the chief operating officer, performs varied and highly responsible, often confidential, office and secretarial work for administrators and staff in the Office of the Chief Operating Officer. Employee exercises considerable independence and judgment in performing the work.
MINIMUM QUALIFICATION STANDARDS
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: High School or GED diploma required. Associates degree desireable. Considerable progressively responsible secretarial work experience, preferably with Montgomery County Public Schools, with school and central office 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. Completion of at least one year of college coursework desirable.
CERTIFICATE AND LICENSE REQUIREMENTS: None
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
OVERTIME ELIGIBLE: No

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(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.)

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

Reviews and prioritizes mail, and directs correspondence to appropriate staff as needed, and maintains correspondence logs.

Maintains files and records of office correspondence.

Supports development of the annual MCPS calendar and the operations calendar, and coordinates the MCPS comprehensive calendar.

Creates and maintain various databases including Excel.

Receives reviews and/or develops reports for distribution to various departments for appropriate action.

Receives serious incident/facility issue calls, captures incident data, updates database, and notifies appropriate offices.

Performs administrative tasks without supervision.

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

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

Maintains a calendar of school closures/delayed openings and serves as the point of contact for the Maryland State Department of Education.

Assists with scheduling meetings and appointments for office administrators.

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

Receives visitors and telephone inquiries, resolves issues, and screens calls for appropriate staff.

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

Manages and processes payroll.

Order office supplies through the Financial Management System.

Performs related work as required.

Class Established: 7/00
Date(s) Revised: 11/00, 10/07, 5/11, 8/14
Last Reviewed: 9/2017

This description may be changed at any time.

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