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Administrative Services Manager II

OFFICIAL TITLE: Office Manager CODE: 4270 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Services Manager II GRADE: 18 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, coordinates and supervises the day-to-day clerical/secretarial work performed by the Chief Academic Officer, chief school performance officer and provides high level executive secretary services. The nature of the work performed in this office requires a thorough knowledge of MCPS operating procedures, organization, functions, personnel, and programs that involve the use of sound judgment confidentiality, and professionalism when supervising and directing the workflow of support staff and interacting with the public, government officials, and MCPS staff. Work of the class oversees office operations, and initiates and controls ongoing reporting and communications functions of the office. The work requires a thorough understanding of school system organization and functions, and strong secretarial skills.
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 acquire rapidly such knowledge. Ability to carry out independently continuing assignments requiring the organization of materials, the handling of routine administrative details, the preparation of reports and sound decision-making. Ability to handle properly confidential information. Ability to use independent judgment and discretion in performing duties. Ability to supervise and coordinate the office secretarial staff. Ability to operate word processing and other personal computing equipment to complete complex word processing tasks. Strong proofreading and editing skills. Good oral and written communications and human relations skills. Completion of the MCPS Typing Test at the required score. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: Associates degree required. Three years experience with considerable progressively responsible office management experience providing high-level secretarial/data management functions using modern office technologies (preferably with Montgomery County Public Schools or other school systems), proven ability to coordinate and manage the work of others; Demonstrated editing experience and thorough familiarity with MCPS correspondence standards and business English, including strong spelling and grammar skills. 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.
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.


1. Coordinates and supervises the work of clerical staff assigned to the office of the Chief Academic Officer or Chief School Performance Officer.

2. Assigns, coordinates, and monitors completion of the work of support staff assigned to the office of the chief school performance officer, maintaining work load, work schedules and tracks leave requests.

3. Receives, reads, and screens all incoming correspondence for the Chief Academic Officer or Chief School Performance Officer.

4. Models professionalism, sensitivity, and confidentiality to assure the best customer service in the Chief Academic Officer or Chief School Performance Officer on the telephone, greeting visitors and/or concerned parents.

5. Maintains the Chief Academic Officer or Chief School Performance Officer day and night calendars, schedules appointments and meetings without prior clearance and makes arrangements for other members of the staff to represent him/her when necessary.

6. Arranges for conferences and meetings, including scheduling space and time and notifies participants.

7. Receives visitors and telephone inquiries; ascertains nature of calls, determines which should be handled personally by the community or associate superintendent and which can be referred to other staff members.

8. Reviews and prioritizes incoming mail and reroutes correspondence which can be referred to others; takes and transcribes dictation from individuals or groups.

9. Drafts and responds to a variety of correspondence and memoranda for appropriate signature. Reviews all outgoing correspondence for grammar and format prior to giving to the Chief Academic Officer or Chief School Performance Officer for signature and/or review.

10. Coordinates Graduation and Graduation Handbook, creates timeline, and works closely with Board members, executive staff, principals and DAR.

11. Participates on interview panel for supporting services vacancies in the Chief Academic Officer or Chief School Performance Officer.

12. Serves as back-up to Editor.

13. Operates word processing and other personal computing equipment in the completion of complex and varied word processing tasks and instructs others in the operation of such equipment as required.

14. Performs related work as required.

Class Established: 9/2002
Date(s) Revised: 5/2007
Last Reviewed: 4/2008

This description may be changed at any time.

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