Administrative Assistant to Office of Research, Evaluation, Assessment and Accountability; REAA

Position: Administrative Assistant to Office of Research, Evaluation, Assessment and Accountability (REAA)
JOB SUMMARY

Under direction, performs varied and highly responsible, often confidential, office and secretarial work for assigned administrators. Exercises considerable initiative to resolve problems and to anticipate and respond to office secretarial/clerical needs. Work involves frequent contact with high-level officials in BCSD and in other organizations, requiring initiative, discretion, sensitivity, good judgment, and strong interpersonal skills.

REPORTS TO:

Director of REAA

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

* Maintains calendars and commits supervisor and/or staff to appointments.

* Makes travel arrangements and processes travel vouchers;

* Receives, logs-in, screens and routes mail; answers telephones and takes messages, screens and routes calls to supervisors and staff;

* Attends meetings and takes notes; sets up and maintains unit files;

* Researches and compiles information for reports and other purposes;

* Prepares written materials from drafts, machine or oral dictation, verbal instructions or on own.

* Initiates actions to keep supervisor and staff informed of unit operations;

* Assembles files and data for meetings; arranges meetings and coordinates schedules of supervisor, staff and others.

* Instructs and explains matters involving office systems and communications policies and procedures.

* Ensures understanding and compliance with established policies and guides.

* Receives and screens visitors to office, answers inquiries regarding unit operations, assists callers with requests by explaining procedures.

* Performs skilled word processing by producing a variety of documents (letters, memos, reports, announcements, forms, etc.) from rough draft copy, machine dictation, verbal instructions, sketches and brief notes: utilizes full capability of equipment to create style sheets, move or merge text, check spelling, do arithmetic, create mailing lists and form letters; produces charts, graphs and tables; maintains electronic data files of documents following established procedures for creating backup files, purging files, and storing files.

* Answers inquiries regarding programs and services, explaining requirements and assisting callers in completing forms or other actions;

* Maintains office or unit records for program and processes actions.

* Maintains office supplies; arranges for equipment service; arranges for building service assistance as needed.

* Performs other related duties as required or assigned.

SALARY/TERMS/BENEFITS

* 239 Day Work Year; 8 Hours Per Day.

* Grade 117J $27.32 - $30.79 (Placement on salary schedule based on years of related experience). Up to ten years allowed. The stated salary range reflects the opportunity for pay over the course of the employee's tenure. For external candidates, the top pay is not a potential starting salary.

Excellent benefits package: includes health insurance; dental and life insurance; employee assistance program; personal and sick leave; membership in Teachers' Retirement System.

EDUCATION and/or EXPERIENCE

Associate's degree or equivalent from a two year college or technical school or five (5) years of related experience and/or training; or equivalent combination of education and experience.

* Training in personal computing sufficient to perform complex word processing tasks and to possess a working knowledge of spreadsheets and databases.

KNOWLDEGES, SKILLS, AND ABILITIES

* Extensive knowledge of business English, spelling, general vocabulary, and arithmetic, and modern office practices, procedures, and equipment.

* Considerable knowledge of the general organization and functions of major BCPS units.

* Ability to keep complex records, assemble and organize data, and prepare reports from such records; to compose memoranda and letters from general instructions.

* Ability to carry out assignments on own initiative; to handle confidential and controversial matters with judgment and tact.

* Ability to perform complex word processing and data entry/extraction.

* Ability to operate standard office equipment such as personal computer, facsimile machine, copiers, scanners, cell phones, etc.

* Excellent oral, written and interpersonal communication skills.

* Skill in the operation of personal computers and supporting software including word processing, spreadsheet, and database applications.

* Operate office equipment including computers and supporting software including word processing, spreadsheet, and database applications.