Full Job Description
SUPPORT - CENTRAL OFFICE PROFESSIONAL/EXECUTIVE ADMIN ASST IV (S2103)
GREENWOOD ADM BLDG/SUPER+STAFF (098901)
CLASS TITLE: Executive Administrative Assistant IV
GRADE: 04/NE_NR scale (Unit 9/Non-Represented) - Salary $34.18 to $49.79
REPORTS TO: Community Superintendent
TITLE CODE: S2103
DEFINITION: Serves as the executive administrative assistant in support of the community superintendent of schools. Performs and/or coordinates a variety of highly responsible and complex administrative functions for the office, often in an extremely high-pressured environment. Ensures the efficient operation of the office based on expert knowledge of all facets of its functions and responsibilities. Exercises good judgment in the receipt, processing, and response to important internal and external inquiries, requests, and correspondence, often of a time sensitive, critical and confidential nature. Performs other duties as assigned.
EXAMPLES OF DUTIES:
Serves as office manager. Coordinates and oversees the daily administrative operations of the office; oversees the work of clerical and other staff members. Plans, initiates, and ensures the completion of administrative assignments, including, but not limited to, system wide correspondence.
Reads all incoming mail and independently prepares a wide variety of correspondence and memoranda for signature; schedules meetings and appointments, arranges for space, time, etc., schedules, without supervision, appointments of unexpected or urgent matters.
As required, attends meetings and hearings including those that may be after the close of regular business day. Provides administrative support for meetings and maintains confidentiality of materials.
Plans, coordinates and manages the building and office, including maintenance of all equipment.
Uses strong interpersonal and public relations skills, tact, and diplomacy in receiving and responding to a variety of inquiries, communications, and correspondence, often from high-level officials and administrators.
Receives and screens all communications directed to the community superintendent. Routes requests and inquiries as appropriate for timely responses. Ensures the timely completion of projects. Reviews and edits all correspondence prepared for signature for format, clarity, completeness of reply, grammatical, and procedural correctness. Prepares and disseminates information to schools, central offices, executive staff, and the public.
Interprets, on behalf of the department head and without supervision, administrative decisions and policies to others and prepares and transmits directives and instructions.
Receives and conveys messages, instructions, procedures, and confidential materials to staff members. Maintains and controls confidential records and information. Uses independent judgment to explain policies and procedures to office staff, the public and other offices and schools.
Compiles, analyzes, and presents a wide variety of data to make decisions based upon the interpretation of existing policies and procedures. Assembles data from various sources, performs calculations, and determines format for presentation. Completes or coordinates the preparation of a variety of reports and related documents.
Assists designated budget manager in the development, implementation, and administration of the office operating budget. Assists in developing and compiling budget projections. Gathers all necessary spending data from prior years. Monitors budget authorizations and expenditures. Reviews discrepancy reports and reports any deficiencies.
Maintains appointment calendars and has authority for commitment of time. Makes and confirms necessary conference and travel arrangements. Keeps appropriate records and expense reports.
Creates presentation materials for staff members. Presents on behalf of the office to other schools and offices.
Maintains knowledge of departmental operations, systems, policies, and programs. Gives instruction and guidance to other clerical employees.
Performs other duties as assigned.
Education, Training and Experience:
Possession of a high school diploma, plus eight years of responsible administrative experience, five years of which were equivalent to that of an administrative, executive, or legal secretary.
The successful completion of at least two years of college course work is preferred.
Experience in school systems is preferred.
Knowledge, Skills, and Abilities:
Considerable knowledge of business English, spelling, general vocabulary, punctuation, and mathematics. Understanding of administrative practices and procedures, knowledge of the general organization and functions of Baltimore County Public Schools, knowledge of legal compliance procedures, processes and vocabulary, or the ability to rapidly acquire such knowledge; the ability to carry out continuing and complex assignments that require the organization of materials, the handling of routine administrative details, the preparation of reports and sound decision making.
Ability to maintain important operating records and legal files.
Ability to properly and independently handle confidential and sensitive information.
Ability to handle multiple time-sensitive projects in a high paced environment.
Ability to handle and coordinate or prepare a wide variety of requests, correspondence, etc., relative to the functions and responsibilities.
Demonstrated proficiency in the use of PCs to complete complex and varied tasks, including completion and creation of spreadsheets, presentations, and briefs.
Demonstrated proficiency in editing documents for correct grammar and punctuation.
Ability to work independently, display effective organizational skills, and communicate effectively both orally and in writing. Must possess excellent human relations skills.
Successful completion of all required tests.
BCPS Typing Assessment, Microsoft Word Assessment, and Excel Assessment are required. If you have not taken the BCPS Typing Assessment, Microsoft Word Assessment, and Excel Assessment please call 443.809.7870 to schedule an appointment, after submitting your application. Testing is kept on file for 18 months.
**Applicants must participate in and complete the Baltimore County Public Schools Office Professionals' Assessment Skills Center prior to being offered the position.***
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:
Work schedules may include evenings and weekends. Employees may be required to work beyond their normally scheduled hours with little or no advance notice.
This position is eligible for membership in the Baltimore County Employees’ Retirement System.
Revised: 12/2012, 02/2013, 10/2018, 2/2020
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.
Citizenship, residency or work VISA in United States required.
The Board of Education of Baltimore County does not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity, genetic information, disability, or veteran status in matters affecting employment or in providing access to educational programs or activities and provides equal access to the Boy Scouts and other designated youth groups. Inquiries regarding the Board’s nondiscrimination policies should be directed to: EEO Officer, Office of Equal Employment Opportunity, Baltimore County Public Schools, 6901 Charles Street, Building B, Towson, Maryland 21204 (443-809-8937). There is a compliance officer responsible for identifying, preventing, and remedying prohibited harassment concerning students. Complaints of harassment should be directed to the executive director, Department of School Safety and Security, 9610 Pulaski Park Drive, Suite 219, Baltimore, Maryland 21220 (443-809-4360).
Please read and carefully follow the instructions provided below.
Applicants are required to have a completed application on file for employment with the Baltimore County Public Schools.
Professional references must be submitted to complete your application. Examples of professional references include current and former managers, supervisors, mentors and/or university/college supervisors. Personal references from colleagues, friends, community members, etc. will not be accepted.
Be sure to account for all periods of employment and unemployment and include names, addresses, and telephone numbers of employers.
Be sure to answer all criminal background questions. If you answer "yes" to any of the criminal background questions you must provide a written explanation. A criminal offense does not necessarily exclude an applicant from employment with BCPS. Factors such as passage of time since the offense, the nature of the violation, and the extent of rehabilitation will be taken into consideration.
All persons employed by the Baltimore County Public Schools, regular and temporary, are required to be fingerprinted and have a criminal background investigation (State of Maryland, Senate Bill 315, effective October 1, 1986) completed. The fee charged for fingerprinting is $81.00. An identification card will be issued which must be shown prior to employment.
Anyone offered employment is required to provide proper identification and documentation of eligibility for employment in the US.
If you have military experience you will be asked to provide a copy of DD214.
Official transcripts for all higher education must be received prior to hire.
Some positions will require employees to undergo a physical examination and/or drug testing.
All newly hired personnel must attend a Badges and Benefits session.
Additional job verification will be required for salary credit.
Director of Staffing
(AFSCME, ESPBC, OPE & Non-Represented)
6901 Charles Street, E Building
Towson, Maryland 21204