Administrative Assistant to the Chief Operating Officer

ST Marys County Public School Building Trades Foundation - Leonardtown, MD

Full-time

Leonardtown, MD

About the position

The Administrative Assistant to the Chief Operating Officer is a highly skilled role that involves performing confidential administrative tasks in a high-pressure environment. The position requires strong interpersonal skills and the ability to manage communications effectively, ensuring that inquiries and requests are handled efficiently. The assistant will support the Chief Operating Officer by managing schedules, composing correspondence, and maintaining records, all while adhering to established policies and procedures.

Responsibilities

• Assists the Chief Operating Officer with coordinating and obtaining information for school system employees, students, parents, and other governmental agency staffs to resolve questions and concerns.
• Receives and independently screens all written and telephone communications to the Chief Operating Officer, routing requests and inquiries to the appropriate destination for a timely response.
• Assists the Chief Operating Officer with organizing and delivering training provided to the various members of the Division of Supporting Services.
• Works with appropriate staff to schedule meetings and ensure timelines are met and appropriate meetings are scheduled.
• Keeps the Chief Operating Officer advised of any concerns or emergencies reported to the office.
• Schedules appointments and maintains the calendar for the Chief Operating Officer.
• Composes letters, memoranda, instructions, or other transmittals for the Chief Operating Officer, conveying messages with tact and discretion.
• Transcribes correspondence and takes minutes of meetings and conferences at the request of the Chief Operating Officer.
• Provides guidance and assistance to the secretaries and clerks within the Division of Supporting Services, keeping them informed of procedural changes.
• Handles requests for obtaining information concerning the school system, including Public Information Act requests.
• Maintains a filing system representative of the Chief Operating Officer's office.
• Enters agenda items into Board docs for the division.
• Serves as backup to the Fiscal Records Specialist regarding Use of Facilities requests.
• Prioritizes and manages the constantly changing workflow of the Chief Operating Officer's office.
• Ensures that the office of the Superintendent of Schools and appropriate staff are aware of emergency situations affecting students, staff, and property.
• Receives and reviews daily reports for use of facilities events to ensure appropriate notifications are submitted for event and staff support.
• Updates annual calendar, active users, workflows, resets passwords and credentials, and ability to run reports in School Dude.
• Reviews and processes use of facilities fee waiver requests in accordance with policies and regulations.
• Develops and maintains knowledge of rules, procedures, and policies governing the school construction program, maintenance, operations, food service, and transportation.
• Plans, schedules, and coordinates regular office staff meetings to provide training, including new office secretary orientation.
• Communicates the status of various division initiatives and inter-departmental collaboration to support effective problem-solving.
• Maintains calendars for the building's training room and conference room, supporting external requests for use of the room.
• Coordinates payment of the monthly fuel bills for various departments, including completion of fuel bill calculations and adjustments.
• Serves as backup/support to division departments when a vacant secretary position exists or when regular staff are out of the office.
• Answers and screens phone calls, dealing with matters at hand or referring to other staff as appropriate.
• Manages the website as a Webmaster for the division.
• Supports the Asset Essentials Work Order system entries for the division.
• Maintains the Standard Operating Procedures Manual and the Standard Operating Manual Google site for the Division.
• Provides support for negotiations and maintains bookkeeping system for various budget accounts.
• Reconciles leave for the division leadership team.
• Performs other related and nonrelated job duties as assigned.

Requirements

• High School Diploma or GED
• Four (4) years of experience as a secretary
• Thorough working knowledge of office equipment and technology, including demonstrated intermediate knowledge of Microsoft Excel, Word, PowerPoint, and Google Applications
• Passing score on a proficiency exam conducted by SMCPS
• A credit report or credit history for consideration of employment with St. Mary's County Public Schools will be required.

Nice-to-haves

• Business school or training in secretarial work
• Experience as a school-based secretary is preferred.

Benefits

• Full-time twelve-month position
• Salary based on EASMC-ESP salary schedule for 12-month, 7-hour employees - Range 26