Administrative Support Specialist - Planning & Construction - Central Office

ESSENTIAL DUTIES AND

RESPONSIBILITIES MAY

INCLUDE

These items are intended only as examples of the various types of job duties to be performed; specific position assignments will vary depending on the needs of the department.  The omission of specific duties does not exclude them from the position if the work is a similar, related, or logical assignment to the position.

    Coordinates operational administrative activities and resources for assigned service area.  Receives, researches, gathers information and processes requests and/or responds to inquiries.  Assists in conveying and implementing policies and procedures of assigned area.

    Manages calendars and/or dockets.  Arranges meetings and location and equipment logistics.  Prepares and distributes agendas, correspondence, informational materials and meeting minutes ensuring documents adhere to applicable standards.  May make travel arrangements.

    Conducts internal and external customer relations via email, telephone and in person.  Responds to requests, researches and resolves inquiries and issues, and conveys information regarding policies and procedures. Seeks appropriate contact or resource for information as required and provides responses in a timely manner.

    Enters and maintains data in department databases.  Researches and locates information, provides status/disposition updates, prepares documents and generates reports that are of a time-sensitive nature and adhere to applicable standards.

    Based on assignment, may perform specialized activities such as preparing and processing administrative documents related to scheduling/coordinating/preparing payroll, maintaining accurate time records, accounts payable/receivable, insurance claims, purchasing, and travel expenses; providing budget tracking and expense reporting; risk management; library services; maintaining necessary forms, supplies and information resources in assigned locations; serving as designated office manager or administrative support lead worker; and/or, other related activities.

    Performs other duties of a similar nature and level as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES SPECIFIC TO PLANNING & CONSTRUCTION MAY INCLUDE

    Adheres to Business Services guidelines and ongoing training regarding Purchase Cards (Pcards) as well as HCPS purchasing regulations, tax exemption, and reimbursement policies.

    Responsible for assisting with website content, procurement, and database development.

    Assists in the updating and development of the Annual Educational Facility Master Plan (EFMP) Document.

    Assists in the updating and development of the Annual Capital Improvement Plan (CIP) Document.

SALARY

    This is a full-time twelve-month position. Salary range based on Grade 8 of the FY 2024-2025 HCEA-ESP Salary Schedule for Twelve Month Clerical and Transportation Specialist Personnel. Starting Salary: $ 46,446– Maximum Earnings Potential $ 70,191. Those who are entering or returning to employment with Harford County Public Schools will begin on Step 1.

    Full salary schedules can be found at the bottom of the Current Vacancies webpage https://www.hcps.org/departments/humanresources/vacancies.aspx

    HCPS offers an expansive benefits package including individual and family medical, vision, dental, life insurance, retirement savings, pension, paid time off, and more.

    For a complete list of benefits, please visit the Employment Benefits section of the Human Resources webpage: https://www.hcps.org/departments/HumanResources/Default.aspx

    For more information on holidays and paid time off, please refer to the Holidays and Leave Provisions sections of the HCEA-ESP Negotiated Agreement: https://www.hcps.org/boe/collectivebargaining.aspx

    FLSA: Non-Exempt

TRAINING AND EXPERIENCE REQUIRED

    High School Diploma or GED.

    Four years of office or administrative support experience.

    Associate of Arts degree from an accredited college or university is preferred.

    Previous experience with bookkeeping and maintenance of general accounting and financial records in a business related function.

    Microsoft Office Suite (Word and Excel) proficiency is required.

    KNOWLEDGE OF:

o   Organizational governance including structural and informal lines of authority;

o   Proper etiquette in handling confidential or sensitive information with discretion;

o   Project and resource coordination methods;

o   Mathematical principles;

o   Data entry and data management;

o   Modern office equipment.

    SKILL IN:

o   Utilizing a computer and relevant software applications;

o   Managing time and shifting priorities;

o   Multi-tasking;

o   Coordinating administrative projects;

o   Using information systems for data storage, research and reporting;

o   Maintaining tact and confidentiality necessary to represent top management;

o   File management and storage techniques and practices using good organization;

o   Providing guidance, assistance and/or interpretation to others regarding the application of procedures and standards to specific situations;

o   Providing advanced internal and external customer service;

o   Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

HOW TO APPLY

Employment applications are accepted online only. To access the application, visit the Employment Opportunities section of the HCPS website at www.hcps.org.  If you have questions or require assistance to complete the online employment application, contact the Human Resources Office at 410-588-5238.

DEADLINE

Online employment applications will be accepted until February 14, 2025. Candidates who apply by February 7, 2025, will receive immediate consideration.

The Board of Education of Harford County is committed to providing an inclusive and welcoming environment for all employees and applicants. We adhere to the principles of equal opportunity in all aspects of employment and do not discriminate on the basis of race, color, national origin, sex (including pregnancy and related conditions, sexual orientation, and gender identity), religion, disability, age, genetic information, or any other characteristic protected by applicable federal, state, or local laws.

In accordance with Title IX of the Education Amendments of 1972, Title VI of the Civil Rights Act of 1964, and Title VII of the Civil Rights Act of 1964, the Board of Education of Harford County prohibits discrimination based on sex, race, color, national origin, religion, or any other protected characteristic in any program or activity it operates. The Board of Education of Harford County encourages applications from all qualified individuals.

Inquiries or concerns about your rights related to Title IX can be directed to our Title IX Coordinator, Dr. Eric Davis, at 102 South Hickory Ave, Bel Air, MD 21014, 410-588-5202, or TitleIX@hcps.org. Inquiries related to your rights under Title VI or Title VII can be directed to our Coordinator of Investigations, Ms. Renee McGlothlin, at 410-809-6087 or Renee.McGlothlin@hcps.org. Harford County Public Schools’ non-discrimination policy can be accessed here: NON-DISCRIMINATION POLICY: (hcps.org) and found on the HCPS website under Board of Education Policies and Procedures. Harford County Public Schools’ non-discrimination statement can be accessed here: NON-DISCRIMINATION STATEMENT: (hcps.org) and found on HCPS’ homepage.   

AFFIRMING EQUAL EMPLOYMENT IN PRINCIPLE AND PRACTICE