Executive Secretary: Administrative

Job Summary

Perform responsible and diversified administrative duties for executives of Anne Arundel County Public Schools. The position requires considerable judgment, initiative, inter-personal, organizational, and problem‑solving skills. It has great latitude as well as accountability to determine courses of action where precedents may not exist. Employs considerable latitude to accomplish routine work assignments and to determine procedures for other clerical personnel. Notes:
Because the positions supported by Executive Administrative Secretaries are part of the Superintendent's Executive staff or otherwise designated, the secretary qualifies for advancement when a supervisor is promoted to an executive position. Advancement is subject to a six‑month probationary period. Job grade is predicated on the position of the executive supported by the employee.

Executive Secretary:
Administrative (Grade: PG03, Title Code: A01634)

• Maintain multiple complex calendars and arrange meetings, conferences, and travel.
• Serve as the liaison between the school system community and the office.
• Prioritize and manage the workflow of the office; identify, expedite, and follow up on work priorities.
• Assist with the preparation of letters, memoranda, instructions, and a variety of confidential information.
• Maintain various administrative policies and procedures such as filing systems, schedules, meeting minutes, agendas, information requests and other items.
• Prepare effective, well‑written correspondence appropriate to the requirements of the executive office.
• Oversee office telephone coverage and coordinate alternative coverage.
• Provide administrative support for the executive to be an effective operating officer and strategic leader.
• Assist in preparing and maintaining the budget for the office.
• Perform other duties as assigned. Perform other related duties as assigned within the same classification or lower.

• High School Diploma or Equivalency Certificate required.
• Some College Level Courses specialized training in administrative support science acquired through business school or college required.
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

• Five (5) years of responsible and diversified administrative and/or secretarial experience required.
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient.

• Demonstrated ability to take and transcribe dictation.
• Proficiency with word processing, spreadsheets, database management and desktop publishing programs.
• Ability to exercise tact, discretion, cooperation, and maintain confidentiality in interacting with others.
• Ability to exercise initiative and good judgment in the timely execution of delegated administrative responsibilities.
• Ability to exercise judgment, resourcefulness and tact in dealing with unexpected situations.
• Ability to organize and manage executive schedules and logistics.
• Ability to convey the authority of the office throughout the organization and community.
• Ability to train, assign, coordinate, and lead the work of other clerical office personnel.
• Demonstrated ability to effectively work and communicate with diverse populations.
• Proficiency with business technology applications (e.g., video/web conferencing, Microsoft Office Suite – Word, Excel, Outlook, and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a preemployment assessment is required.

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• Lead Worker.

This position acts as the lead for direct staff.

• Train employees.
• Direct the work of employees.
• Maintain production/sales records.
• Provide feedback to assist the supervisor’s assessment of the employee’s performance.
• Plan the work.
• Instruct employees in specific techniques and technical methods to use.
• Perform same type of work as employees the Lead Worker is assigned to lead.

• Standing: under 1/3 of the time
• Walking: under 1/3 of the time
• Sitting: between 1/3 and 2/3 of the time
• Keyboarding: between 1/3 and 2/3 of the time
• Talking: between 1/3 and 2/3 of the time
• Hearing: between 1/3 and 2/3 of the time
• As required by the duties and responsibilities of the position.

No special vision requirements.

• Office, school or similar indoor environment: over 2/3 of the time.

• Moderate: between 1/3 and 2/3 of the time.

• Up to 10 pounds: under 1/3 of the time.

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