Secretary Senior: Administrative (Specialized Programming)

Title Code:

Secretary Senior: Administrative

JOB SUMMARY

As Lead Secretary, performs responsible and complex secretarial duties in support of the work of a director and members of the professional staff. Answers and screens telephone calls, visitors, mail and correspondence; handling a variety of detailed procedural requirements including the development and maintenance of an electronic student tracking system; composing and typing correspondence and related transmittal documents; establishing and maintaining detailed office records, comprehensive student database and confidential files; planning, organizing, and managing various district and community events; establishing relationships with community partners and sponsors. Requires the incumbent to have a detailed knowledge of the department/division; and to promote good relations with administrators, school staff, outside agencies, and the general public. May assign, instruct, distribute, and coordinate the work of other secretarial staff in the division. Handles both MOI and SchoolFunds.

Additional Work Days/Hours

Based on the assignment, the following additional work days and/or hours may be required as needed:

• Ability to work flexible schedules

• Evenings/Nights

• Extended hours

• Overtime as needed

ESSENTIAL DUTIES/RESPONSIBILITIES

• Serves as secretary to a director and members of the professional staff. Answers and screens telephone calls, visitors, mail, and correspondence. Analyzes and categorizes mail in order of priority and importance.

• Keeps Director's calendar. Schedules appointments. Makes necessary travel arrangements. Creates, composes, and types correspondence and related transmittal documents for the Director and members of the staff.

• Establishes, compiles, and maintains confidential records/files such as correspondence, evaluations, reclassifications, budget drafts, or related matters. Maintains records and student database necessary for the preparation of reports, applications and proposals. Develops and maintains electronic student tracking system to ensure a seamless delivery of educational services.

• Prepares agendas for staff meetings. May attend staff and conference meetings. Prepares minutes as required.

• Maintains department inventory, budget, time sheets, leave slip forms, payroll, travel or other records, as assigned. Prepares reports and other documents for distribution, as directed. Prepares purchase orders, maintains financial records, and receives deliveries.

• As Lead Secretary, coordinates and has authority to maintain flow of secretarial services for user department insuring telephone coverage and completion of assigned projects. Provides regular back-up assistance to other office personnel/functions when absences or workload mandates.

• Coordinate and oversee all aspects of event planning and execution, including logistics, budgeting, scheduling, and vendor management to ensure successful and engaging experiences. Collaborate with internal teams and external partners to secure venues, permits, and necessary resources while ensuring compliance with safety and regulatory requirements.

• Establish and maintain relationships with community organizations, businesses, and stakeholder to enhance community meetings, events, and activities, and develop strategies to leverage opportunities for collaboration and involvement.

• Supervise and guide clerical staff in their daily tasks to ensure efficiency and accuracy in administrative functions. Implement effective office procedures and policies while providing ongoing support and development opportunities for staff to enhance their skills and performance.

• Develop and implement initiatives to boost staff morale and foster a positive work environment through team-building activities, recognition programs, and wellness initiatives. Encourage open communication and promote a culture of inclusivity, respect, and collaboration to improve job satisfaction.

• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• High School Diploma or Equivalency Certificate required.

• Other: business or secretarial school training preferred.

Experience

• Four (4) years progressive diversified secretarial and/or administrative experience, two (2) years of which were at the Administrative Secretary II level required.

Knowledge, Skills, Abilities and Other Characteristics

• Ability to use school based computer applications.

• Ability to train, instruct, assign, coordinate, and supervise the work of other clerical office personnel.

• Knowledge of Board of Education and school operations, policies, and procedures.

• Knowledge of modern office practices and procedures, bookkeeping, business English, spelling, and arithmetic.

• Ability to maintain confidential and important operating records.

• Strong communication skills, both verbal and written, with the ability to engage diverse audiences.

• Ability to exercise initiative, tact, and good judgment in dealing with Board of Education personnel, contractors, and/or outside agencies, and the general public.

• Ability to manage human and material resources efficiently to achieve goals.

• Strong project management skills with the ability to plan, execute, and evaluate initiatives, Excellent organizational skills with attention to detail and the ability to prioritize tasks effectively.

• Demonstrated ability to effectively work and communicate with diverse populations.

• Demonstrated 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 pre-employment assessment is required.

Licenses and Certifications

Employee must retain active licenses, certifications, and enrollment as a condition of employment.

• N/A

Driving Requirements

• N/A

LEADERSHIP ROLE

Lead Worker Duties/Responsibilities

• Trains employees.

• Directs the work of employees.

• Maintains records.

• Provides feedback to assist the supervisor's assessment of the employee's performance.

• Plans the work.

• Instructs employees in specific techniques and technical methods to use.

• Performs same type of work as employees the Lead Worker is assigned to lead.

PHYSICAL DEMANDS/WORKING CONDITIONS

The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• Standing: under 1/3 percent of the time

• Walking: under 1/3 percent of the time

• Sitting: between 1/3 and 2/3 percent of the time

• Keyboarding: between 1/3 and 2/3 percent of the time

• Talking: between 1/3 and 2/3 percent of the time

• Hearing: between 1/3 and 2/3 percent of the time

• As required by the duties and responsibilities of the position.

Vision

The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

• No special vision requirements

Work Environment

Location

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

Noise Level

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

Weight & Force

Lifting and carrying requirements

• None:

Travel Requirements

• N/A

JOB INFORMATION

Approved Date: 6/1/2024 Established Date: 7/1/1976 Title Code: A01602 Title: SECRETARY SENIOR: ADMINISTRATIVE Alternate Title: Senior Secretary: Administrative Reports to Generic: Varies Reports to Specific:

ORGANIZATION

Division: Varies Business Unit: Department: Negotiated Agreement: Secretaries and Assistants Association of Anne Arundel County (SAAAAC)

HR JOB INFORMATION

Unit: IV Days Worked: 260 FLSA Exemption Status: Non-Exempt Grade:

SG11

Click HERE to view salary scale. Scroll down to locate (Unit 4 - SAAAAC).

Essential Job: Months Worked: 12 Hours Worked: 7 Job Family: Administrative and Office Support Sub-Function: Office/Staff Support

VR# 23446