OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → ADMINISTRATIVE LEGAL SECRETARY TO THE BOARD

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Administrative Legal Secretary to the Board

MONTGOMERY COUNTY PUBLIC SCHOOLS
CLASS DESCRIPTION
OFFICIAL TITLE: Admin Secretary BOE CODE: 4180 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Legal Secretary to the Board GRADE: 20 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, performs confidential and highly responsible administrative, secretarial, and paralegal support work for the Board of Education and Board staff. Provides primary administrative support for the meetings, retreats, and hearings of the Board of Education. Work consists of preparing materials for all Board meetings and hearings, preparing and indexing official minutes of meetings, maintaining official records of the Board, providing administrative support to Board committees, drafting routine business correspondence, drafting decisions and orders for appeals, responding to public inquiries and various administrative and office support services. Work requires a high level of confidentiality, initiative, discretion, good judgment, and tact in dealing with all matters.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of the general organization and functions of the major units of MCPS. Some knowledge of or interest in legal issues affecting education. Ability to keep complex records and assemble and organize data to prepare reports from such records. Ability to carry out assignments on own initiative using good judgment and exercising discretion with minimal supervision. Skilled in Windows operating system, MS/Office suite, using the internet for research, and aptitude to quickly learn new software applications. Ability to synthesize information into well-written analytical documents, including preparing official minutes, decisions and orders for appeals, and legal correspondence. Ability to multi-task, prioritize, and organize busy work load, meet deadlines, and work well under pressure, while exercising excellent attention to detail. Demonstrated ability to use standard office equipment and software efficiently and effectively. Ability to interact with diverse constituencies and convey complicated information with tact and diplomacy. Ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: Associates degree required. Course work in Paralegal Studies or Pre-law from an accredited college or university preferred. Training, coursework, and/or experience in legal issues related to education and/or administrative law. Four plus years experience, of progressively responsible experience in office management while providing high-level secretarial/data management functions, proven ability to coordinate and manage the work of others desirable. Demonstrated proficiency in business English, grammar, spelling, punctuation, and editing experience required. Thorough familiarity with MCPS correspondence standards required.. 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.
CERTIFICATE AND LICENSE REQUIREMENTS: Paralegal certificate preferred.
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Requires the sustained operation of keyboard devices.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Must be able to work unusual hours, night, weekend, and overtime as required.
OVERTIME ELIGIBLE: Yes

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

Provides primary administrative and secretarial support work for the meetings, hearings, retreats, and committees of the Board of Education.

Responsible for all facets of preparing for Board meetings and hearings. Prepares and distributes meeting notices, agendas, meeting materials, and minutes. Drafts and types Board resolutions, as directed. Arranges for sound and video taping of Board meetings and hearings. Prepares and indexes official Board meeting minutes.

Researches questions and problems and makes recommendations for resolution.

Develops the list of meeting follow-up actions and new business items.

Prepares the official Board meeting schedule and ensures that proper notice is given of said meetings.

Maintains all official records of the Board.

Responds to inquiries from the public regarding Board meetings, procedures, actions, and appeals.

Provides primary administrative support work for all appeal matters before the Board, including drafting correspondence, tracking the progression of cases, and creating the initial drafts of the decisions and orders.

Creates and maintains computer- and paper-based filing and organization systems for records, reports, documents, chronological file, etc.

Provides secretarial support for Board committees, including preparing meeting materials, drafting minutes, and tracking follow ups from meetings.

Proactively assists other employees to ensure proper office coverage and service to Board members and executive level staff.

Performs related work as required.

Class Established: 7/82
Date(s) Revised: 3/87, 11/89, 7/92, 5/93, 7/93, 5/95, 1/97, 4/2008, 3/2014, 8/2017
Last Reviewed: 9/2017

This description may be changed at any time.

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