OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → ADMINISTRATIVE SECRETARY BOARD FINANCE

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Administrative Secretary Board Finance

MONTGOMERY COUNTY PUBLIC SCHOOLS
CLASS DESCRIPTION
OFFICIAL TITLE: Admin Secretary Board Off CODE: 4290 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Secretary Board Finance GRADE: 17 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, performs responsible financial bookkeeping, clerical and secretarial work in the Office of the Board of Education. Is responsible for distributing and collecting employee time sheets and posting hours worked using the online payroll. Receives and tracks bills and invoices requesting checks by memorandum from accounting, accounts for Board Office VISA expenditures reconciling bills and receipts and assigning appropriate account numbers and processes Board member mileage reimbursement requests. Is responsible for conference registration for Board members and office staff and associated travel arrangements. Provides secretarial support for Board Office Staff including telephone answering, typing and recordkeeping. Work requires independent decision-making, judgment and tact.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Working knowledge of bookkeeping, business English, arithmetic and modern office practices, procedures and equipment. Ability to maintain financial records in accordance with accepted MCPS practices and to prepare associated reports. Thorough knowledge of Board Office functions and school system policies and an understanding of the general organization and functions of the major units of MCPS. Ability to keep complex records, assemble and organize data and prepare reports from such records. Ability to compose routine memoranda and letters from general instructions. Ability to carry out continuing assignments on own initiative. Ability to use computer-based word processing programs and equipment. Excellent oral and written communications and human relations 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 two years experience with considerable progressively responsible secretarial work experience in a school or central office, preferably with Montgomery County Public Schools or other school systems desirable. 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.
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 if required to do so.
OVERTIME ELIGIBLE: Yes

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

1. Provides secretarial support as appropriated, including to designated Board committees.

2. Provides staff support to the Board's executive staff as appropriated.

3. Coordinates the completion of time sheets and payroll procedures.

4. Processes bills and invoices received in the Board Office preparing memos to request checks and keeping complete and accurate records of office expenditures.

5. Reconciles VISA bills and processes mileage reimbursement and other routine financial records including pager and telephone bills.6. Handles the ordering of all office supplies and equipment and ensures the maintenance of all office equipment.

7. Makes travel and conference registration arrangements for Board members and office staff. Provides secretarial support to office staff who works with audit and advisory committees. Maintains a database to track ombudsman cases.

8. Assists in maintaining the Board's Outlook calendars, invitation logs and RSVPs and coordinate all Board member schedules and events for example, school inspections and local school visits.

9. Answers telephones in the Board office directing calls to appropriate staff and responding to general questions related to the Board Office.

10. Responds to visitors and callers to the office.

11. Assists in proof reading the Bulletin and minutes of Board meetings.

12. Performs related work as required.

Class Established: 7/2008
Date(s) Revised:
Last Reviewed: 9/2017

This description may be changed at any time.

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