OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → ADMINISTRATIVE SECRETARY III, PARTNERSHIP UNIT

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Administrative Secretary III, Partnership Unit

MONTGOMERY COUNTY PUBLIC SCHOOLS
CLASS DESCRIPTION
OFFICIAL TITLE: Admin Secretary III CODE: 4200 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Secretary III, Partnership Unit GRADE: 16 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, performs varied and highly responsible, often confidential, office and secretarial work for unit director and supervisor. Coordinates, compiles, proofreads/edits assignments by deadlines. Creates surveys and compiles results using the Google Drive and G Suite applications. Work involves frequent contact with MCPS executive staff, department directors, high level business partners and community organizations, requiring sensitivity, good judgment, and strong, professional interpersonal skills.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Extensive knowledge of business English, spelling, general vocabulary, arithmetic, and modern office practices, procedures, and equipment. Considerable knowledge and understanding of the general organization and functions of major MCPS offices, schools, policies and regulations. Demonstrated ability to use standard office equipment and software, MS/Office Suite, efficiently and effectively. Ability to keep complex records, assemble and organize data, and prepare reports from such records. Ability to compose memoranda and letters from general instructions. Energetic and self-driven with solid judgment and analytical thinking skills. Ability to carry out assignments, handle confidential and controversial matters with judgment and tact; and to perform complex word processing, including creating tables and data entry. Ability to effectively plan, set priorities, and multi-task, while working under pressure to meet deadlines. Skilled in using the Google Drive and G Suite applications, accessing OASIS, creating documents and surveys using Google forms, creating graphs and Doodle Polls. Skilled in creating table tents, mailing labels, and presentation slides. Knowledge of technology tools/surveys and mobile media desired. Excellent oral, written and interpersonal communication skills. Considerable knowledge in using Filemaker Pro, FMS, Facebook, Twitter and LinkedIn (social media) desired.
EDUCATION, TRAINING, AND EXPERIENCE: High School or GED diploma required. Associates degree preferred. Evidence of progressively more responsible duties in recent years. Office and/or data entry/analysis experience required. Completion of some college coursework desirable. Training in personal computing sufficient to perform complex word processing tasks and summaries from spreadsheets and databases. 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.
CERTIFICATE AND LICENSE REQUIREMENTS:
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Requires sustained operation of keyboard devices.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Must be available to work unusual hours, night, weekend, and overtime when required to do so.
OVERTIME ELIGIBLE: Yes

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

Note: (Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or ability associated with this classification, but is intended to accurately reflect the core job elements).

Performs varied and highly responsible, often confidential, office and secretarial work for unit director and supervisor.

Coordinates, compiles, proofreads/edits assignments by deadlines.

Creates surveys and compiles results using the Google Drive and G Suite applications.

Exercises considerable initiative to resolve problems and to anticipate and respond to office secretarial/clerical needs.

Work involves frequent contact with MCPS executive staff, department directors, high level business partners and community organizations, requiring sensitivity, good judgment, and strong, professional interpersonal skills.
Highly professional interactions with the school and business community and school system staff.

Performs a variety of secretarial and office support duties such as answering the telephone, taking messages, screening and routing calls, maintaining files, placing and processing orders, making name badges and table tents.

Receives and greets visitors and determines the nature of their business, assisting as needed or refers to other staff/office as appropriate.

Creates reports and database tables using MS/Office suite of products, as needed.

Schedules and maintains unit director's and supervisor¿s calendars, arranges appointments, meetings with MCPS staff, business and community leaders, state and local government officials, attorneys, Board of Education members, etc.

Uses Doodle polls to compare schedules, reserving conference rooms as needed and confirming attendees.

Prepares meeting agendas, refreshments, securing time commitments of meeting participants, and follow ups.

Maintains a correspondence control system to track the status and location of incoming and outgoing correspondence.

Receives, proofreads, and edits correspondence, and other written materials to ensure conformance to MCPS protocols, policies and regulations, by deadlines.

Maintains confidential records as needed.

Makes travel arrangements, and processes travel vouchers.

Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).

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

Class Established: 12/99
Date(s) Revised: 8/2000, 9/04, 10/07, 7/11, 6/14, 8/16, 6/18
Last Reviewed: 4/2008

This description may be changed at any time.

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