Administrative Assistant to the Chief Operating Officer - St. Mary's County Public Schools

Release Date: October 28, 2024 Application Deadline: November 11, 2024

Requisition 11044

Current benefited staff of SMCPS who submit a timely application and meet the minimum qualifications for the position shall be granted an interview and shall be considered to fill the vacancy prior to external applicants being considered. Questions regarding your application and/or candidacy should be directed to the Department of Human Resources.

Position: Administrative Assistant to the Chief Operating Officer

(twelve-month assignment)

Reports To: Chief Operating Officer

Location: Division of Supporting Services

NATURE OF WORK:

This is a highly skilled position that performs work of a highly confidential nature in a high-pressure environment in support of the Chief Operating Officer. Employs strong interpersonal and effective public relations skills, tact, and diplomacy in receiving and responding to a variety of inquiries, communications, and correspondence. Independently handles both internal and external inquiries, requests, and communications regarding various aspects of the school system. Performs a variety of highly diverse secretarial and administrative duties. Prepares and maintains complete and accurate records of business. Requires a high level of discretion, judgment, and the ability to maintain absolute security regarding confidential issues. Incumbent ensures that administrative activities are conducted in accordance with established policies and procedures.

ESSENTIAL FUNCTIONS:

• Ability to communicate courteously and tactfully with administrative staff; clerical staff; School Board members; students; parents; teachers; staff from county, state, and federal offices; legislators; and the general public in a timely manner to ensure that requests are addressed, and problems are resolved in an efficient and effective manner
• Ability to understand and maintain confidentiality
• Ability to use technology effectively to complete tasks
• Ability to report to work daily and on time
• Ability to plan, initiate, and complete complex administrative duties related to the operation of the Chief Operating Officer’s office
• Ability to make decisions in accordance with laws, ordinances, policies, regulations, and established procedures
• Possesses analytical, problem-solving, critical thinking, and decision-making skills
• Possess knowledge of an extensive body of rules, procedures, and policies, which govern the school construction program, maintenance, operations, food service, and transportation, bus driver contracts, and rules and regulations governing the bus drivers
• Ability to compose responses to letters, e-mails, etc., based on research and information gathered to form responses
• Works independently utilizing the objectives and guidelines established by the school system, state and local regulations, and Chief Operating Officer
• Possess excellent time management skills and the ability to take initiative and make decisions within assigned responsibility in a challenging, fast-paced professional environment and be flexible in work responsibilities and hours

DUTIES AND RESPONSIBILITIES:

• Assists the Chief Operating Officer with coordinating and obtaining information for school system employees, students, parents, and other governmental agency staffs to resolve questions and concerns
• Receives and independently screens all written and telephone communications to the Chief Operating Officer, routes requests and inquiries to the appropriate destination for a timely response
• Assists the Chief Operating Officer with organizing and delivering training provided to the various members of the Division of Supporting Services, which can include organizing in-services and obtaining speakers and desired training
• Works with appropriate staff to schedule meetings and to ensure timelines are met and appropriate meetings are scheduled
• Keeps the Chief Operating Officer advised of any concerns or emergencies reported to the office
• Schedules appointments and maintains the calendar for the Chief Operating Officer
• Composes letters, memoranda, instructions, or other such transmittals for the Chief Operating Officer. Conveys all such messages, instructions, procedures, and confidential materials while acting with tact and discretion
• Transcribes correspondence and takes minutes of meetings and conferences at the request of the Chief Operating Officer
• Provides guidance and assistance, as necessary, to the secretaries and clerks within the Division of Supporting Services, keeping them informed of procedural changes within the system and the office
• Handles requests for obtaining information concerning the school system, to include Public Information Act requests
• Maintains a filing system representative of the Chief Operating Officer’s office
• Enters agenda items into Board docs for the division
• Serves as backup to the Fiscal Records Specialist regarding Use of Facilities requests
• Prioritizes and manages the constantly changing workflow of the Chief Operating Officer’s office
• Ensures that the office of the Superintendent of Schools and appropriate staff are aware of emergency situations that affect students, staff, and property of St. Mary’s County Public Schools (SMCPS
• Receives and reviews daily reports for use of facilities events to ensure appropriate notifications are submitted for event and staff support
• Updates annual calendar, active users, workflows, resets passwords and credentials, and ability to run reports in School Dude
• Reviews and processes use of facilities fee waiver requests in accordance with policies and regulations
• Develops and maintains knowledge of an extensive body of rules, procedures, and policies, which govern the school construction program, maintenance, operations, food service, transportation, and bus driver contracts, and rules and regulations governing the bus drivers;
• Develops and maintains knowledge of emergency response protocol for school system emergencies
• Plans, schedules, and coordinates regular office staff meetings to provide training, including new office secretary orientation and support
• Communicates the status of various division initiatives, and inter-departmental collaboration to support consistent and effective problem-solving
• Maintains calendars for the building’s training room and conference room, supports external requests for use of the room, and ensures requested equipment is available
• Coordinates payment of the monthly fuel bills for various departments, including completion of fuel bill calculations, diesel tax adjustments, and surcharge allocations for each department
• Provides guidance and assistance, as necessary, to the secretaries and clerks within the Division of Supporting Services, keeping them informed of procedural changes within the system and the office
• Serves as backup/support to division departments when a vacant secretary position exists or when regular staff are out of the office for extended periods of time
• Answers and screens phone calls, if appropriate; deals with matters at hand, refers to other staff, or briefs the Chief Operating Officer for their response
• Serves as the backup to enter agenda items into Board docs for the division
• Handles correspondence through composition of confidential letters, Board of Education Communication Updates, emails, instructions or other such transmittals for the Chief Operating Officer
• Manages the website as a Webmaster for the division
• Supports the Asset Essentials Work Order system entries for the division
• Maintains the Standard Operating Procedures Manual and the Standard Operating Manual Google site for the Division
• Provides support for negotiations
• Maintains bookkeeping system for various budget accounts
• Reconciles leave for the division leadership team
• Performs other related and nonrelated job duties as assigned

QUALIFICATIONS:

Required:

• High School Diploma or GED
• Four (4) years of experience as a secretary
• Thorough working knowledge of office equipment, and technology , including demonstrated intermediate knowledge of Microsoft Excel, Word, PowerPoint, and Google Applications
• Passing score on a proficiency exam conducted by SMCPS (applicants must establish proficiency prior to accepting employment)
• Pursuant to the Federal Fair Credit Reporting Act and the Maryland Department of Labor and Licensing, a credit report or credit history for purpose of consideration of employment with St. Mary’s County Public Schools will be required in this fiduciary position

Preferred:

• Business school or training in secretarial work
• Experience as a school-based secretary is preferred

TERM OF EMPLOYMENT:

Full-time twelve-month position.

SALARY GRADE RANGE:

The salary for this position will be based on EASMC-ESP salary schedule for 12-month, 7-hour employees – Range 26.

BARGAINING UNIT ELIGIBILITY: EASMC-ESP - Confidential

Updated 10.2024