Administrative Secretary III -

$50,190 - $84,136/Yr

Baltimore County Public Schools

Full-time - Entry Level

Educational Services

About the position

The Administrative Secretary III position at Overlea High School is a vital role within the Baltimore County Public Schools system, responsible for performing and coordinating a wide range of administrative and secretarial functions. This position requires a high level of independence and discretion, as the individual will be expected to apply office rules, practices, and procedures to execute various administrative assignments effectively. The Administrative Secretary III will lead, oversee, and coordinate the work of office secretarial and clerical staff, ensuring that the office operates smoothly and efficiently. In this role, the Administrative Secretary III will manage the flow of work documents within the office, making decisions on routine administrative matters that require knowledge of office procedures and the ability to exercise sound judgment. The individual will be responsible for training new secretarial and clerical employees, providing guidance on office administrative matters, and developing and implementing procedures to improve office activities. The position also involves maintaining correspondence and document tracking systems, processing various transactions and financial documents, and preparing and maintaining records related to office operations. The Administrative Secretary III will be tasked with scheduling appointments, coordinating meetings, and preparing agendas and minutes. Additionally, the role requires the individual to compose correspondence, produce reports, and manage office calendars, all while ensuring compliance with established policies and procedures. This position is essential for supporting the administrative functions of the school and contributing to a positive educational environment.

Responsibilities

• Perform administrative duties pertinent to the management of the office's operations.
• Make decisions on routine administrative matters requiring the application of past practice and knowledge of office procedures.
• Coordinate the work of office secretarial and clerical staff.
• Assign and review office secretarial and clerical duties.
• Provide advice and guidance to office staff regarding secretarial, clerical, and office administrative matters.
• Train new secretarial/clerical employees.
• Coordinate the orderly flow of work documents within an office.
• Develop, implement, and improve procedures regarding office secretarial, clerical, and administrative activities.
• Maintain correspondence and document tracking and control systems such as tickler files, spreadsheets, and logs.
• Track and follow up on assigned responses, due dates, reviews, and signatures.
• Process a variety of transactions, forms, documents, and records associated with office operations.
• Review and verify documents for completeness, accuracy, and compliance with established policy and procedural requirements.
• Review, compile, and process receipts, invoices, expense reports and related financial documents.
• Prepare and maintain records of purchases and other office financial activities.
• Reconcile receipts and procurement card purchases.
• Maintain petty cash accounts.
• Record and monitor operating and grant budget expenditures.
• Research and gather information used in budget preparation.
• Prepare quarterly budget projections of salary and non-salary expenditures.
• Utilize appropriate software applications for recording and monitoring financial activities.
• Complete payroll timesheets.
• Record and monitor regular payroll, special payroll, and contractual payroll expenditures.
• Record and document extended year employment (EYE) payroll.
• Maintain office calendars and schedule appointments and meetings.
• Make arrangements for facilities and materials required for meetings.
• Prepare agendas and take minutes of meetings.
• Prepare meeting notes for distribution.
• Coordinate the storage, retrieval, and dissemination of information, data, files, and documents pertaining to office operations.
• Create, organize, and maintain electronic and paper document filing systems.
• Coordinate the archival and disposal of files.
• Compose correspondence, memos and other documents.
• Prepare official documents and exhibits for hearings.
• Review and edit outgoing correspondence for format, grammar, and completeness.
• Research, gather, and compile information and statistical data for reports.
• Produce periodic reports of office activities and prepare special reports as requested.
• Use personal computers and software to design and produce newsletters, brochures, signs, posters, and certificates.
• Perform a full range of skilled word processing functions.
• Develop, format, and produce correspondence, memoranda, reports, announcements, forms, and related documents from handwritten copies, verbal instructions, and notes.
• Design, create, and maintain databases, spreadsheets, and logs.
• Enter, retrieve, and sort information in databases, spreadsheets, and logs.
• Receive, investigate, and resolve inquiries, requests, and complaints to the office.
• Transmit policies and instructions to members of the office staff.
• Explain office procedures to the public and others.
• Answer telephone calls and provide assistance and information to callers.

Requirements

• Possession of a high school diploma or appropriate equivalent.
• Five years of progressively responsible secretarial experience.
• Candidates must successfully complete the BCPS Office Professional Skills Assessment as a pre-employment requirement for this position.
• Demonstrated keyboard skills by typing 40 words per minute and performing basic clerical duties with attention to detail.
• Knowledge of office practices and procedures.
• Knowledge of filing systems.
• Knowledge of spelling, grammar, and arithmetic.
• Knowledge of personal computers and office software packages.
• Knowledge of automated office systems.
• Knowledge of the Gregg Reference Manual.
• 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 coordinating the orderly flow of work documents within an office.
• 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 statistical reports.
• Skill in processing financial documents and transactions.
• Skill in composing correspondence and memoranda.
• Skill in proofreading and editing documents.
• Skill in operating personal computers and related office equipment.
• Ability to communicate effectively.
• Ability to follow rules and regulations.
• Ability to establish and maintain effective working relationships.
• Ability to maintain confidential information.

Benefits

• Eligible for the Maryland State Retirement System
• Non-exempt status under FLSA