Deep Creek Elementary.Administrative Secretary III

Job Description

Performs and coordinates administrative and secretarial functions for an office or school. Leads, oversees, and coordinates the work of office secretarial and clerical staff. Coordinates the orderly flow of work documents within an office. Exercises independent judgment and discretion in applying office rules, practices, and procedures to the execution of administrative assignments. Performs other duties as assigned.

EXAMPLES OF DUTIES:

• Serves as secretary to a school principal and relieves him/her of many administrative details as assigned.
• Assigns, instructs, and coordinates work among clerical office personnel to ensure the continuous and efficient flow of office work at all times, trains new office employees and student assistants. Maintains school financial accounts; is responsible for school funds received from a variety of sources. Receives and deposits monies into appropriate accounts; verifies billings and issues checks for payment.
• Tracks all financial activity (school income and expenditures) at the school and prepares monthly bank reconciliation and trial balances. Maintains ledgers and journals, prepares trial balance, makes bank reconciliation and prepares reports, statements, and summaries (executes general accounting functions for school-based budget).
• Generates purchase orders and confirms delivery, including direct contact with vendors to discuss concerns.
• Types correspondence, observations, evaluations, announcements, bulletins, reports, newsletters, schedules, handbooks, lists, and forms from corrected copy, rough draft, or oral instructions; gathers material from a variety of sources, compiles and/or prepares information for inclusion in such documents. Composes correspondence and prepares special reports and summaries as required. May take and/or transcribe dictation.
• Performs administrative details pertinent to the office. Conducts liaison with school’s staff and ranking personnel in central/regional meetings, follows up and acts as a reminder on matters of detail and prepares and/or assembles data required. Establishes and maintains significant, sensitive, confidential and personal logs, files, and records. Maintains a knowledge of and advises school staff on personnel matters.
• Screens incoming telephone calls; answers general inquiries and directs those, where practical, to other responsible personnel. Receives calls, answers questions, gives directions and/or arranges for escorts. Reviews incoming mail, obtains and attaches pertinent information, prioritizes and routes to supervisor or other school personnel as appropriate; follows up for required action. Reviews mail prepared for supervisor’s signature, noting format, grammar, and completeness.
  
  Schedules and, when necessary, coordinates various teacher and student activities.
• Maintains time records and computes hours worked within pay periods for teachers, staff, custodial, and substitute account and track movement of funds.
• Maintains and controls distribution of office and instructional supplies and equipment. Arranges for service and/or repair of office equipment; often repairs equipment until technician arrives for service. May coordinate social events.
• Receives, screens, and distributes incoming and outgoing mail and/or correspondence. Handles routine matters.
• May schedule use of school building. Completes request forms and submits monthly reports. Prepares statistical and confidential reports regarding school personnel and students.
• Maintains good public relations with parents, students, general public, citizen groups, and professional organizations in representing the principal.
• May register and withdraw students including preparing and processing all related records and paperwork.
• May schedule and arrange field trips. May instruct and direct the activities of other office personnel as appropriate.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

Education, Training, And Experience

Possession of a high school diploma or appropriate equivalent. Five years of progressively responsible secretarial experience.

Candidates will complete the BCPS Office Professional Skills Assessment relevant to this position.

Knowledge, Skills, And Abilities

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.

Skill in performing responsible administrative secretary functions. Skill in leading, overseeing, and coordinating the work of office secretarial and clerical staff. Skill in performing office budgetary, payroll, purchasing, and related administrative activities. 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…