Executive Secretary: Administrative

JOB SUMMARY
Performs responsible and diversified administrative duties for executives of Anne Arundel County Public Schools. The position requires considerable judgment, initiative, inter-personal, organizational, and problem-solving skills. It has great latitude as well as accountability to determine courses of action where precedents may not exist. Employs considerable latitude to accomplish routine work assignments and to determine procedures for other clerical personnel. Note: Due to the nature of the positions supported by Executive Administrative Secretaries, designated to be part of the Superintendent's Executive staff or otherwise designated below, when a supervisor is promoted or appointed to an executive position listed below, the Secretary qualifies for advancement based on the position of the supervisor. This advancement is subject to a six month probationary period. Job Grade is predicated on the position of the executive supported by the employee, as follows: • Executive Position Supported: Superintendent (grade of Administrative Secretary will be PG05) • Executive Positions Supported: Chief Officer, Chief of Staff, Director: Community Schools (grade of Administrative Secretary will be PG04) • Executive Positions Supported: Assistant Superintendents, Associate Superintendent (grade of Administrative Secretary will be PG03) • Executive Positions Supported: Director: Facilities (grade of Administrative Secretary will be PG02)

ESSENTIAL DUTIES/RESPONSIBILITIES

• Maintains multiple complex calendars, and arrange meetings, conferences, and travel.
• Serves as the liaison between the school system community and the office.
• Prioritizes and manages the workflow of the office. Identifies, expedites, and follows up on work priorities.
• Assists with the preparation of letters, memoranda, instructions, and a variety of confidential information.
• Maintains various administrative policies and procedures such as filing systems, schedules, meeting minutes, agendas, information requests and other items.
• Prepares effective, well-written correspondence appropriate to the requirements of the executive office.
• Oversees office telephone coverage and coordinates alternative coverage.
• Provides administrative support for the executive to be an effective operating officer and strategic leader.
• Assists in preparing and maintaining the budget for the office.
• Performs other duties as assigned.
• 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.
• Some College Level Courses specialized training in administrative support science acquired through business school or college required;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Experience

• Five (5) years responsible and diversified administrative and/or secretarial experience required;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Knowledge, Skills, Abilities and Other Characteristics

• Demonstrated abilities to take and transcribe dictation.
• Demonstrated proficiency with word processing, spreadsheets, database management and desktop publishing programs.
• Ability to exercise tact, discretion, cooperation, and maintain confidentiality in interacting with others.
• Ability to exercise initiative and good judgment in the timely execution of delegated administrative responsibilities.
• Ability to exercise judgment, resourcefulness and tact in dealing with unexpected situations.
• Ability to organize and manage executive schedules and logistics.
• Ability to convey the authority of the office throughout the organization and community.
• Ability to train, assign, coordinate, and lead the work of other clerical office personnel.
• 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 preemployment 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

People Lead

• This position acts as the lead for direct staff.

Lead Worker Duties/Responsibilities

• Trains employees.
• Directs the work of employees.
• Maintains production/sales 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
• 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

• Up to 10 pounds: under 1/3 percent of the time

Travel Requirements

• N/A

JOB INFORMATION

ORGANIZATION

HR JOB INFORMATION

VR# 24160