OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → ADMINISTRATIVE SECRETARY III

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Administrative Secretary III

MONTGOMERY COUNTY PUBLIC SCHOOLS
CLASS DESCRIPTION
OFFICIAL TITLE: Admin Secretary III CODE: 4200 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Secretary III GRADE: 16 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, performs a varied and highly responsible, often confidential, office and secretarial work for executive, and department director staff. Meets strict deadlines, coordinates, collects, proofreads/edits, and works closely with administrators and the administrative office manager to finalize and ensure timely delivery of all material for Board of Education and other meetings. 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, and community organizations, requiring sensitivity, good judgment, and strong interpersonal skills. Must possess an understanding of the organization and functions of MCPS schools and offices, policies and regulations.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Extensive knowledge of business English, spelling, general vocabulary, and arithmetic, and modern office practices, procedures, and equipment. Considerable knowledge of the general organization and functions of major MCPS units. Ability to keep complex records, assemble and organize data, and prepare reports from such records; to compose memoranda and letters from general instructions; to carry out assignments on own initiative; to handle confidential and controversial matters with judgment and tact; and to perform complex word processing, and data entry/extraction. Knowledge of and skilled in creating google shared drives, table tents, mailing labels, presentation slides, and capturing results from survey are desirable. Knowledge of technology tools/surveys and mobile media desired. Excellent oral, written and interpersonal communication 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 or GED diploma required. Associates degree preferred. Minimum five years of progressively more responsible experience, three of which shall have been in the administrative or office assistant class in a school or central office setting. Completion of some college coursework desirable. Training in personal computing sufficient to perform complex word processing tasks and to possess a working knowledge of 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 may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: None
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 administrators and staff in the executive and department director offices.
Meets strict deadlines, coordinates, collects, proofreads/edits, and works closely with administrators and the administrative service manager to finalize and ensure timely delivery of material for meetings.

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

Work involves frequent contact with high-level officials in MCPS and in other partner organizations, requiring sensitivity, good judgment, and strong interpersonal skills being mindful of MCPS policies and regulations.

Interacts with all aspects of the school community and the school system.

Performs a variety of secretarial and office support duties such as answering the telephone, takes messages, screening and routing calls and maintaining files, etc.

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

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

Makes travel arrangements, processes travel vouchers.

Prepares and arranges meeting agendas, reserves space and refreshments, securing time commitments of meeting participants, and follows up.

Schedules and maintains executive and department director's calendars, arranges appointments, meetings with MCPS staff, business and community leaders, state and local government officials, attorneys, Board members, etc.

Answers phone or email inquiries regarding programs and services, explaining requirements and assisting callers in completing forms or other actions; maintains office or unit records for program and processes actions.

Prepares correspondence folders for the superintendent's signature and executive staff.* Sorts and distributes correspondence to superintendent, executive staff, and directors for appropriate action or attention

May maintain 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, and timely delivery.

Maintains confidential records as needed.

Receives, gathers incident information and input reported information in the serious incident database and generates a serious incident report (SIR) to distribute to all designated offices, required by the position.

Participates in crisis management preparedness plan, i.e. mock crisis exercises.

Initiates appropriate action for addressing emergencies and alerting appropriate offices such as, lockdown and shelter incidents, bomb threat, missing children, etc.

Prepares `Confidential memorandums to the record' documenting the SIR occurring at schools, as required.

Back up to Administrative Services Manager, as required.

Receives calls, gathers information, researches and resolves inquiries, issues, complaints presented by student, staff, and community. Refers to additional stakeholders for appropriate action as needed and follow up if necessary.

May assist in the Principal interview process.

May participate in Field Trip Approval process/database.

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

Class Established: 12/99
Date(s) Revised: 8/00, 9/04, 10/2007, 7/11, 6/14, 8/2016
Last Reviewed: 4/2008, 9/2017

This description may be changed at any time.

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