Secretary II - Department of Accountability and Reporting

Secretary II – Department of Accountability and Reporting

This is a highly skilled secretarial position responsible for specific functions in the Virtual Academy and office of the Department of Accountability and Reporting. The employee performs secretarial work of considerable difficulty, typically works independently, maintains records, prepares necessary reports, and may assume responsibility for a major segment of the office work. The work is performed under the general supervision of the site administrator, the administrator's designee, and the Director of Accountability and Reporting.

Essential functions include:

• Ability to professionally relate to and collaborate with co-workers, students, and community members
• Ability to understand and maintain confidentiality
• Ability to use technology effectively to complete tasks
• Ability to report to work daily and on time
• Ability to organize, supervise, coordinate, and establish priorities of tasks to be completed
• Ability to work independently in the absence of detailed instructions and to follow complex oral and/or written instructions
• Ability to communicate courteously and tactfully with staff, students, parents, and the community in a timely manner
• Possess excellent time management skills and ability to take initiative and make decisions within assigned responsibility in a challenging, fast-paced professional environment and be flexible in work responsibilities and hours
• Possess knowledge of the programs, policies, and procedures of the St. Mary's County Public School System

Duties and responsibilities include:

• Registers new pupils and requests prior school records, withdraws transferring pupils, and forwards permanent school records
• Answers telephone and various inquiries from students, parents, staff, and the community
• Greets visitors and directs them to proper location
• Uses effective office practices and bookkeeping procedures to complete tasks
• Prepares, types, and distributes correspondence, bulletins, notices, reports, newsletters, brochures, surveys, agendas, lists, menus, forms, etc., as required, and maintains appropriate files.
• Prepares and maintains pupil records and various related reports; verifies pupil information and files appropriate reports such as Monthly Pupil Attendance Reports and Monthly Suspension Reports and contacts parents concerning attendance policies and procedures
• Assists in the preparation of county, federal, and state reports
• Maintains supplies/forms and submits requests for replenishment
• Processes requisitions and purchase orders
• Receives, sorts, and forwards correspondence and telephone calls and messages for staff members
• Provides direction to student office aides/volunteers
• Participates in the establishment of work schedules of all clerical employees in the office to ensure that all work is disseminated
• Schedules appointments, arranges conferences, and maintains calendar for the site administrator and director
• Coordinates, prioritizes, and assures the quality and accuracy of work performed by other clerical employees
• Communicates and coordinates with other departments and schools
• Provides training to other staff as necessary
• Maintains orderly office routines
• Performs other related and non-related job duties as assigned

Qualifications include:

• Required:
  
  High School Diploma/GED, Forty-eight (48) semester credits or two (2) years of general office, clerical, or secretarial experience, passing score on a proficiency exam conducted by SMCPS (applicants must establish proficiency prior to accepting employment)
• Preferred:
  Additional secretarial training

Term of employment:
Full-time twelve-month position.

Salary grade range:
The salary for this position will be based on EASMC-ESP salary schedule for twelve-month seven-hour employees – Range 15.

Bargaining unit eligibility: EASMC-ESP

Updated 07.2024, 6.2025