Job Responsibilities : Associate – Administrative
Salary : $17 per hour
Company : Anne Arundel County Public Schools
Location : Annapolis, MD 21401 US
Educational requirements : High School
Reports To (title only)
Current as of
Director: Financial Operations
Is this position exempt from overtime pay?
Performs highly responsible and complex secretarial and administrative duties in support of the work of a divisional director with a large professional staff providing an array of specialized services to the school system. Responsible for compiling and tracking divisional budget purchasing and inventory control internal and external communications to include update the intranet and internet divisional websites and records management. Answers and screens telephone calls. Greets and directs visitors to appropriate staff. Researches questions from the public or the Director and staff. Prepares original correspondence. Handles a variety of detailed procedural requirements. Composes and types correspondence and related transmittal documents and establishes and maintains detailed office records data files and confidential files. Employs detailed knowledge of the division and school system and the general public to achievement of division goals.
Essential Duties & Responsibilities
Does this position have supervisory responsibilities?
1. As Division Director’s designee administers budget process including gathering and compiling data preparing budget documents communicating with and supporting the Office and monitoring and tracking expenditures. Prepares analyses and projections of expenditures.
2. Prepares complex reports containing charts and graphs for the Board; coordinates the production of materials for the Board and other documents for distribution as needed.
3. Utilizes technology such as the Human Resources Information system financial data system and student data system Microsoft Office Suite website applications and desktop publishing to support the varied activities and programs of the division.
4. Serves as Secretary to the Director and the Office. Receives answers and routes telephone calls visitors mail and correspondence. Analyzes and categorizes verbal and written communications in order of priority and importance.
5. Creates composes and types correspondence and related transmittal documents for the Director and the Office.
6. Interfaces with state and county offices as well as school instructional administrative offices and business offices of the school system.
7. Prepares agendas for staff meetings. May attend staff meetings and conferences. Prepares minutes as required. Maintains Director’s calendar appointments. Makes necessary travel arrangements.
8. Establishes compiles and maintains confidential records/files such as correspondence evaluations reclassifications budget drafts labor negotiations documents or related material.
9. Maintains department inventory budget time sheets leave slip forms or other records as assigned.
10. Provides regular back-up assistance to other division office personnel/functions when absences or workloads mandate.
11. Prepares purchase orders maintains financial records and receives deliveries.
12. Ensures confidentiality and security of employee and/or student personal information.
13. Performs other duties as assigned.
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 on request to enable individuals with disabilities to perform the essential functions.
- High School Diploma or Equivalency Certificate. Business or secretarial school training desirable.
- Five (5) years of progressive diversified secretarial and/or administrative experience three (3) years of which were at the Senior Administrative Secretary level or equivalent.
Knowledge Skills and Abilities
- Ability to use school-based computer applications.
- Ability to train instruct assign coordinate and supervise the work of other clerical office personnel.
- Thorough knowledge of Board of Education and school operations policies and procedures.
- Thorough knowledge of modern office practices and procedures bookkeeping purchasing budgets and business English.
- Ability to maintain confidentiality and security of important operating records.
- 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 use school-based computer applications and/or financial information management systems.
- Ability to communicate effectively both orally and in written form with colleagues staff administrators and the general public.
- Ability to operate various office equipment such as calculator copier fax printer etc.
- Ability to timely execute delegated administrative responsibilities.
- Successful completion of all required tests.
- Excellent oral and written communication skills.
- Demonstrated ability to effectively work and communicate with diverse populations.
- Proficiency in navigating the Intranet and Internet to locate information.
- Ability to manage and update website.
- Demonstrated proficiency with business software (e.g. 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.
Career Ladder Requirements
- As required by the duties and responsibilities of the job.