Secretary: Administrative II (College and Career Readiness)

Anne Arundel County Public Schools - Annapolis, MD

Full-time

Annapolis, MD

Executive, Legislative, and Other General Government Support

About the position

The Secretary: Administrative II performs responsible secretarial duties in support of the assigned area. This includes acting as secretary to the immediate supervisor, answering and screening telephone calls, receiving and distributing mail and correspondence, keeping the supervisor's calendar, preparing correspondence and reports, scheduling appointments, preparing charts, graphs, and performing desktop publishing tasks. The role also involves establishing accurate subject-matter files, records, lists, etc., in accordance with the requirements of the immediate supervisor and the professional staff, and taking responsible follow-up action needed to complete work assignments.

Responsibilities

• Serves as secretary to the immediate supervisor and members of the professional staff.
• Answers and screens telephone calls and visitors.
• Schedules appointments and gathers documents, files, and/or background materials necessary for the appointments.
• Schedules and arranges meetings/conferences, preparing necessary material.
• Receives, reads, and screens incoming mail, correspondence, reports, memos, announcements, etc.
• Independently handles mail that does not require the attention of the immediate supervisor.
• Establishes and maintains subject-matter files, records, lists, or other bookkeeping/file maintenance systems.
• Exercises initiative in establishing or revising records and files to meet future needs.
• Composes letters, memoranda, instructions, notices, or other routine transmittals on various subjects.
• Prepares a variety of letters, summaries, or other correspondence pursuant to the form and desired arrangement of the immediate supervisor.
• May attend meetings to take minutes and prepare and distribute them as appropriate.
• Assembles and prepares information/data, calculates figures, and prepares routine or periodic reports, lists, or documents.
• Coordinates and supervises the preparation and completion of reports and documents.
• Operates a variety of office machines and equipment.
• Orders and maintains an ample amount of office supplies and materials.
• Prepares purchase orders, receives supplies/material/equipment, processes invoices, and ensures proper payment.
• Works in collaboration with the budget office on issues related to department budget.
• Assists in record keeping and tracking of documentation in support of budget/grants.
• Maintains good public relations with other departments and school districts.
• May maintain documentation related to staff payroll and leave.
• Assists in conducting research related to specific tasks and projects.
• Performs other related duties as assigned within the same classification or lower.

Requirements

• High School Diploma or Equivalency Certificate required.
• Some College Level Courses in business or secretarial school training preferred.
• Three (3) years progressive diversified secretarial and/or administrative experience, two (2) years of which were at the Administrative Secretary I level required.
• An equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the applicant to successfully perform the duties of the position.

Nice-to-haves

• Considerable knowledge of Board of Education organization and operations, policies, and procedures.
• Thorough knowledge of modern office practices and procedures, bookkeeping, business English, spelling, and arithmetic.
• Ability to exercise initiative and good judgment in the timely execution of delegated administrative responsibilities.
• Ability to communicate effectively both orally and in written form with colleagues, staff, administrators, and the general public.
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite - Word, Excel, Outlook, and/or PowerPoint preferred).