Administrative Secretary III, Education Foundation of BCPS

Career Opportunity:  Administrative Secretary III, Education Foundation of BCPS (21204) JobID: 2699

Position Type:  SUPPORT – CENTRAL OFFICE PROFESSIONAL

Date Posted:  6/8/2017

Location:  JEFFERSON BUILDING (099901)

Closing Date:  06/18/2017

BALTIMORE COUNTY PUBLIC SCHOOLS

JOB TITLE:             Administrative Secretary III – Education Foundation of Baltimore County Public Schools (21204)

REPORTS TO:        Director

GRADE:                  5      12-month
Starting Salary:      $18.00 – $24.00 per hour

DEFINITION:  Performs and coordinates administrative and secretarial functions for The Education Foundation of Baltimore County Public Schools.  Coordinates the work of clerical staff in the orderly flow of work documents within the office.  Exercises independent judgment and discretion in applying office rules, practices, and procedures to the execution of administrative assignments.  Maintains accounting, budgetary, and fiscal records.  Processes financial transactions.  Performs other duties as assigned.

EXAMPLES OF DUTIES:

Provides administrative and clerical support to the foundation as directed by the Executive Director and Associate Director to include schedule meetings and arrange conference/meeting rooms, notify the Executive Director/Board of Directors regarding cancelations or new meetings, prepare agenda/minutes and all meeting materials, setup, breakdown, AV preparation and transport of materials.

Performs daily, monthly and year-end accounting duties for the foundation.  Prepares financial reports and assists in the review and analysis of reports.  Participates in year-end audit of grant funds.

Reviews, compiles, and processes receipts, invoices, expense reports and related financial documents.  Prepares and maintains records of purchases and other office financial activities.  Reconciles receipts and procurement card purchases.  Maintains petty cash accounts. Utilizes appropriate software applications for recording and monitoring financial activities.

Assists with budget preparations.Records and monitors budget expenditures.  Researches and gathers information used in budget preparation.  Works with the Department of Fiscal Services in conducting financial activity analyses.
Assists school-based fiscal assistants with reconciling school budgets and maintaining proper fiscal compliance records.
Prepares statistical reports, including the strategic plan, annual report, etc.
Coordinates travel arrangements; prepares itineraries; compiles and maintains travel vouchers, records, and mileage.

Facilitates payroll maintenance, i.e. time off, sick leave, vacation and personal day’s submission.
Performs administrative duties pertinent to the management of the office’s operations.  Makes decisions on routine administrative matters requiring the application of past practice, knowledge of office procedures, and the use of judgment and discretion.
Coordinates the work of office secretarial, student intern, and volunteer staff.  Provides advice and guidance to office staff regarding secretarial, clerical, and office administrative matters.

Coordinates the orderly flow of work documents within an office.  Develops, implements, and improves procedures regarding office secretarial, clerical, and administrative activities.

Maintains correspondence and document tracking and control systems such as tickler files, spreadsheets, and logs.  Tracks and follows up on assigned responses, due dates, reviews, and signatures. Composes correspondence, memos and other documents.

Processes a variety of transactions, forms, documents, and records associated with office operations.  Reviews and verifies documents for completeness, accuracy, and compliance with established policy and procedural requirements.

Researches, gathers, and compiles information and statistical data for reports.  Prepares special reports as requested.  Utilizes software to design and produce newsletters, brochures, signs, posters, and certificates.

Designs, creates, and maintains databases, spreadsheets, and logs.  Enters, retrieves, and sorts information in databases, spreadsheets, and logs.

Provides assistance and information to callers, which requires an understanding of office programs, services, and procedures.  Serves as a liaison with the Department of Technology for the development and maintenance of the office website.  Collaborates with the Department of Fiscal Services regarding purchasing and budgetary matters.

Purchases office and instructional supplies and equipment.  Arranges for service and/or repair office equipment.

MINIMUM QUALIFICATIONS:

Education, Training and Experience:
Possession of a high school diploma or appropriate equivalent, plus five years of progressively responsible secretarial experience.
Three years of progressively responsible bookkeeping and/or accounting clerk experience.
Demonstrated skill in typing 40 words per minute.  Demonstrated skill in typing 40 words per minute.  The BCPS  clerical testing is required.  If you have not completed the BCPS typing test and business letter assessment please call 443.809.7870 to schedule an appointment, after submitting your application.  If you have taken the test previously, results remain active for 18 months, beyond that, you must retake the test.

Note:  Other combinations of applicable education, training, and experience that provide the knowledge and skills necessary to perform effectively in the position may be considered.

Knowledge, Skills, and Abilities:
Knowledge of office practices and procedures.
Knowledge of filing systems.
Knowledge of spelling, grammar, and arithmetic.
Knowledge of the Gregg Reference Manual.
Knowledge of personal computers and office software packages.
Knowledge and proficient skill in the use of Microsoft Office Suite

Skill in performing responsible administrative secretary functions.
Skill in performing office budgetary, payroll, purchasing, and related administrative activities.
Skill in leading, overseeing, and coordinating the work of office secretarial and clerical staff.
Skill in setting up and maintaining databases, spreadsheets, and logs.
Skill in setting up and maintaining filing systems.  Skill in gathering and compiling information for inquiries and reports.  Skill in processing financial documents and transactions.
Skill in composing correspondence and memoranda.  Skill in proofreading and editing documents.

Ability to communicate effectively.
Ability to follow rules and regulations.
Ability to establish and maintain effective working relationships.
Ability to maintain confidential information.

PHYSICAL AND ENVIRONMENTAL CONDITIONS

The work of this class is generally sedentary and performed in an office environment.  Work includes the operation of office equipment, including personal computers, and occasional limited physical activities.

Conditions of Employment:
Full-time; 12-month

This class specification defines the types of duties and level of difficulty of work required of positions in this title.  It shall not be held to exclude duties not mentioned nor limit the right of management to assign work to employees.

FLSA:  Non-exempt

Eligible for the Maryland State Retirement System

Citizenship, residency or work VISA in United States required.

NON-DISCRIMINATION STATEMENT

The Board of Education of Baltimore County does not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity, genetic information, disability, or veteran status in matters affecting employment or in providing access to educational programs or activities and provides equal access to the Boy Scouts and other designated youth groups. Inquiries regarding the Board’s nondiscrimination policies should be directed to:  EEO Officer, Office of Equal Employment Opportunity, Baltimore County Public Schools, 6901 Charles Street, Building B, Towson, Maryland 21204 (443-809-8937).  There is a compliance officer responsible for identifying, preventing, and remedying prohibited harassment concerning students.  Complaints of harassment should be directed to the executive director, Department of School Safety and Security, 9610 Pulaski Park Drive, Suite 219, Baltimore, Maryland 21220 (443-809-4360).

Application Instructions
Please read and carefully follow the instructions provided below.

  • Applicants are required to have a completed application on file for employment with the Baltimore County Public Schools.
  • Professional references must be submitted to complete your application. Examples of professional references include current and former managers, supervisors, mentors and/or university/college supervisors. Personal references from colleagues, friends, community members, etc. will not be accepted.
  • Be sure to account for all periods of employment and unemployment and include names, addresses, and telephone numbers of employers.
  • Be sure to answer all criminal background questions. If you answer “yes” to any of the criminal background questions you must provide a written explanation. A criminal offense does not necessarily exclude an applicant from employment with BCPS. Factors such as passage of time since the offense, the nature of the violation, and the extent of rehabilitation will be taken into consideration.

Pre-Employment Requirements:

  • All persons employed by the Baltimore County Public Schools, regular and temporary, are required to be fingerprinted and have a criminal background investigation (State of Maryland, Senate Bill 315, effective October 1, 1986) completed. The fee charged for fingerprinting is $67.75. An identification card will be issued which must be shown prior to employment.

 

  • Anyone offered employment is required to provide proper identification and documentation of eligibility for employment in the US.
  • If you have military experience you will be asked to provide a copy of DD214.
  • Official transcripts for all higher education must be received prior to hire.
  • Some positions will require employees to undergo a physical examination and/or drug testing.
  • All newly hired personnel must attend a Badges and Benefits session.
  • Additional job verification will be required for salary credit.


Contact Information:

Roger  L. Plunkett, Ph.D.
Human Resources Officer
6901 North Charles Street, E Building
Towson, Maryland 21204
Phone: 443.809.7870
Fax: 410.887.7876
Email: 
rplunkett@bcps.org