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Allocations Assistant

OFFICIAL TITLE: Allocations Assistant CODE: 4380 SQ/OQ: Senior Qualified
WORKING TITLE: Allocations Assistant GRADE: 16 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under general supervision, performs clerical, statistical and accounting work to assist in the allocation and control of positions and resources to schools and area offices. Work of the class consists of completing budget allocations for staffing of schools. The work involves preparing staffing and other resources allocations and notices to schools, other offices and agencies. Work requires understanding of MCPS accounting and budgeting procedures and good office clerical skills.
KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of the budget guidance document, position control manual, A&S regulations, position control status report, personnel action requests, chart of accounts, accounting summary balance, statement of transactions and related reports and forms. Knowledge of the organizational structure of MCPS, or the ability rapidly to acquire such knowledge. Ability to carry out allocation and control of positions and resources duties under time and deadline pressures and with an extremely high degree of accuracy. Ability to perform statistical compilations and computations. Ability to work effectively with administrators, staff and others and to resolve a variety of questions/ problems relating to the allocation of positions/resources. Ability to take dictation and transcribe varied and complex material at the rate of speed established for this classification. Good oral and written communication and human relations skills. Skill in the operation of a typewriter at the rate of speed established for this classification. 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 in bookkeeping/accounting. Bachelors degree preferred from an accredited university in accounting, or business administration. Two plus years accounting experience or equivalent business experience managing funds in an active office. 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.) None.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Ability to work overtime to meet deadlines for allocating staff or other required work.


1. Maintains up-to-date allocation grid sheets for staffing of schools.

2. Maintains current staff balances for the deputy superintendent of schools, the Office of School Administration and Personnel.

3. Reconciles allocation discrepancies.

4. Monitors all incoming documents related to allocations, such as requests for funds and approval to use funds for which the deputy superintendent is account manager, and checks for accurate description of expenditure, correct account number, appropriate signature, category change, and compliance of requests with expenditure guidelines and procedures.

5. Ensures that requests contain the proper information and requests clarification and additional information as required.

6. Prepares a variety of statistical charts and tables for use in development of budgets, allocations of staff and various data analysis and summaries.

7. Performs extensive compilation and computation work on tentative and final allocations, control totals, and resolution of discrepancies.

8. Assists in processing the budget for the Office of School Administration and schools each fiscal year.

9. Checks for all required budget input documents, sequences budget material, enters positions, narrative, etc. on budget forms.

10. Contacts the Office of School Administration, schools and the Department of Budget Planning and Development to secure required budget information and coordinate timely processing of the budget.

11. Answers a variety of questions relating to allocation of positions and resources, referring the more difficult questions to the administrative assistant.

12. Composes non-technical correspondence, prepares and types a variety of correspondence and materials.

13. Maintains the calendar of and provides secretarial/clerical support to the administrative assistant to the deputy superintendent.

14. Provides secretarial support in the Office of the Deputy Superintendent as required.

15. Assists field/school secretaries, financial assistants and business managers on a daily basis with the completion of forms, and assists with general processing procedures.

16. Works closely with the accounting and procurement offices with payment for vendors, processing payments, purchase orders, warehouse requisitions, etc.

17. Performs related work as required.

Class Established: 2/83
Date(s) Revised: 7/92, 11/93, 4/08
Last Reviewed:

This description may be changed at any time.

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