Position Type: SUPPORT - OFFICE PROFESSIONAL/ADMIN SECRETARY I (K2201)Date Posted: 11/13/2024Location: JEFFERSON BUILDING (099901)Closing Date: 11/22/2024CLASS TITLE: Administrative Secretary I WORKING TITLE: Administrative Secretary, Multilingual Welcome Center TITLE CODE: K2201 GRADE: 03/ESPBC - ($22.13 - $37.09 Hourly Base Pay Scale for Non-Exempt Office Professionals, Clerical and Classified Employees Represented by ESPBC, effective July 1, 2024) DEFINITION: Performs responsible administrative secretary functions in support of the multilingual welcome center. Processes a variety of transactions, forms, and documents associated with office operations. Performs office budgetary, payroll, purchasing, and related administrative activities. Performs other duties as assigned. EXAMPLES OF DUTIES:
- Serves as liaison with schools regarding enrollment procedures at the district and school level.
- Answers telephone calls and provides assistance and information which requires an understanding of various office programs, services, and procedure.
- Utilizes telephonic interpreter software in order to communicate with novice and intermediate English-speaking families.
- Processes a variety of transactions, forms, documents, and records associated with office operations. Reviews and verifies documents for completeness, accuracy, and compliance with established policy and procedural requirements.
- Records and monitors operating and grant budget expenditures. Researches and gathers information used in budget preparation. Prepares quarterly budget projections of salary and non-salary expenditures.
- Reviews, compiles, and processes receipts, invoices, expense reports and related documents. Prepares and maintains records of purchases and other office financial activities. Reconciles receipts and procurement card purchases. Maintains petty cash accounts.
- Completes payroll timesheets. Records and monitors regular payroll, special payroll, and contractual payroll expenditures. Records and documents extended year employment (EYE) payroll.
- Maintains office calendars. Schedules appointments and meetings. Makes arrangements for facilities and materials required for meetings. Prepares agendas and takes minutes of meetings. Prepares meeting notes for distribution.
- Coordinates the storage, retrieval, and dissemination of information, data, files, and documents pertaining to office operations. Creates, organizes, and maintains electronic and paper document filing systems. Handles the archival and disposal of files.
- Composes correspondence, memos and other documents. Prepares official documents and exhibits for hearings. Reviews and edits outgoing correspondence for format, grammar, and completeness.
- Researches, gathers, and compiles information and statistical data for reports. Produces periodic reports of office activities. Prepares special reports as requested. Uses personal computers and software to design and produce newsletters, brochures, signs, posters, and certificates.
- Performs a full range of skilled word processing functions. Develops, formats, and produces correspondence, memoranda, reports, announcements, forms, and related documents from handwritten copies, verbal instructions, and notes.
- Designs, creates, and maintains databases, spreadsheets, and logs. Enters, retrieves, and sorts information in databases, spreadsheets, and logs.
- Receives, investigates, and resolves inquiries, requests, and complaints to the office. Transmits policies and instructions to members of the office staff. Explains office procedures to the public and others.
- Contacts the Department of Fiscal Services regarding purchasing and budgetary matters.
- Purchases office and instructional supplies and equipment. Arranges for the service and repair of facilities and equipment.
- Assigns, reviews, and coordinates the work of other secretarial or clerical positions.
MINIMUM QUALIFICATIONS: Education, Training and Experience:
- Possession of a high school diploma or appropriate equivalent, plus four years of secretarial experience. Bilingual candidates preferred (fluency in Spanish desired).
- Candidates will complete the BCPS Office Professional Skills Assessment relevant for 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.
- Demonstrated skill in typing 40 words per minute. Skill in performing responsible administrative secretary functions. Skill in performing office budgetary, payroll, purchasing, and related administrative activities. 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 processing financial documents and transactions. Skill in composing correspondence and memoranda. Skill in operating personal computers and related office equipment.
- Ability to communicate effectively in an office with varying languages being accommodated. Ability to follow rules and regulations. Ability to establish and maintain effective working relationships.
PHYSICAL AND ENVIRONMENTAL CONDITIONS: The work of this class is generally sedentary and performed in an office environment. Work includes the operation of office equipment, including personal computers, and occasional limited physical activities. CONDITIONS OF EMPLOYMENT: Persons appointed to this position may work evenings and occasional weekends as required. FLSA: Non-exempt Class Established: 2/1996 Revised: 2/2002, 2/2005, 8/2007, 1/2008, 1/2010, 8/2018, 9/2024 BENEFITS: BCPS offers a comprehensive benefits program for eligible employees including options for medical plans, dental plans, vision, life insurance, flexible spending accounts, disability coverage, and 403(b)/457 plans. Other benefits include sick, paid holidays, personal business, and bereavement days, and flexible leave options such as FMLA, sick bank, and board approved leaves. All new hires will attend a benefits and retirement orientation upon hire. RETIREMENT: Eligible for the Maryland State Retirement System Visit the BCPS website for additional information about benefit plans for BCPS employees at This class specification defines the types of duties and level of difficulty of work required of positions in this title. It shall not be held to exclude duties not mentioned nor limit the right of management to assign work to employees.