Position Type: SUPPORT - OFFICE PROFESSIONAL/OFFICE SECRETARY (K2200)Date Posted: 3/22/2021Location: STUDENT SUPPORT SERVICES (159021)Closing Date: 04/06/2021BALTIMORE COUNTY PUBLIC SCHOOLS CLASS TITLE: Office Secretary TITLE CODE: K2200 GRADE: 02/ESPBC - $17.06-$28.20 (Hourly Base Pay Scale for Non-Exempt Office Professionals, Clerical, and Classified Employees Represented by ESPBC, 2020-2021 Effective July 1, 2020) DEFINITION: Performs comprehensive secretarial and clerical duties in support of the Pupil Personnel Worker/Residency Liaison. Performs complete word processing functions, creates and maintains various systems, filing systems, and prepares and processes office documents. EXAMPLES OF DUTIES: Performs a full range of skilled word processing functions. Creates, develops, formats, and prepares correspondence, memoranda, reports, announcements, and forms. Creates and maintains filing systems, appeals databases, special enrollments databases, and third party billing data in support of the Residency Liaison. Receives and processes special permission transfer forms/applications and hardship applications. Processes informal kinship and child of employee applications. Responds to MSDE State report for kinship and general public's questions regarding residency and special enrollment. Assists and responds to the Office of Law regarding student appeals. Prepares and processes office documents. Composes correspondence and memos. Prepares specialized documents and technical reports. Creates documents for mass mailings. Produces charts, graphs, and tables. Designs, creates, and maintains databases, spreadsheets, rosters, and logs. Enters, sorts, and retrieves information in databases and spreadsheets. Gathers and compiles information. Prepares routine and special reports. Creates and maintains electronic and paper document filing systems. Receives, distributes, and files documents. Reviews and processes documents pertaining to office functions. Checks documents for completeness, accuracy, and compliance with established policy and procedural requirements. Receives, opens, analyzes, sorts, and distributes incoming inter-office and US mail. Maintains office correspondence controls such as tickler files. Follows up on assigned responses, due dates, reviews, and signatures. Attends meetings and take notes. Arranges and coordinates appointments, conferences, and schedules. Reserves meeting rooms. Arranges for equipment, supplies, and refreshments needed. Answers telephone calls. Provides assistance and information to callers, which requires a detailed knowledge of office programs, services, and procedures. Receives and forwards messages to office staff. Receives and directs visitors to the office. Prepares and processes check request forms, requisitions, vouchers, and purchase orders. Maintains financial records. Monitors expenditures. Purchases office and instructional supplies, materials, and equipment. Maintains an inventory of office and instructional supplies and equipment. Arranges for the service and repair of facilities and equipment. Assists with ensuring accuracy of student attendance records including entering daily and period attendance for all daily substitutes. Maintains attendance related notes for the purpose of providing reliable documentation of recorded attendance information in compliance with district policies. Retrieves data and compiles information from manual and automated files for the preparation of routine reports and correspondence regarding student attendance. Performs other duties as assigned. MINIMUM QUALIFICATIONS: Education, Training and Experience: Possession of a high school diploma or appropriate equivalent, plus three years of secretarial experience. Note: Other combinations of applicable education, training, and experience that provide the knowledge and skills necessary to perform effectively in the class may be considered. Knowledge, Skills, and Abilities: Knowledge of office practices and procedures. Knowledge of filing systems. Knowledge of spelling, grammar, and arithmetic. Knowledge of personal computers and Microsoft Office 365 including OneDrive, Microsoft Forms, Microsoft Teams. Knowledge of SIS. Knowledge of automated office systems. Demonstrated skill in typing 40 words per minute. Skill in creating and performing word processing functions. Skill in creating, setting up and maintaining excel databases, spreadsheets, and logs. Skill in creating, setting up and maintaining filing systems. Skill in creating, gathering, and compiling information for statistical reports. Skill in creating and processing financial documents and transactions. Skill in creating and composing correspondence and memoranda. Skill in operating personal computers and related office equipment. Ability to communicate effectively. Ability to follow rules and regulations. Ability to establish and maintain effective working relationships. Ability to maintain confidential information. Ability to be a critical thinker. Demonstrated skill in typing 40 words per minute- BCPS typing test required to be considered.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. FLSA STATUS: Non-Exempt Eligible for membership in the Maryland State Retirement Agency. Citizenship, residency or work VISA in United States required. Application Instructions Please read and carefully follow the instructions provided below. Applicants are required to have a completed application on file for employment with Baltimore County Public Schools (BCPS). Each time an applicant applies to a job with BCPS, the application must be resubmitted. If an applicant started an application with BCPS in the past and at a later date decides to apply for additional positions, it is the applicant's responsibility to review the entire application and ensure that all data is up to date (for example, the applicant may need to add additional schooling or certifications, an additional work experience, or provide updated references). The applicant must remember to review the entire application each time for accuracy and submit each time for a new or different vacancy. Professional references must be submitted to complete your application. Examples of professional references include current and former principals, supervisors, managers, mentor teachers and university/college supervisors. Personal references from colleagues, friends, community members, etc. will not be accepted. Applicants should notify their reference proactively to inform them they will receive a form via email through a MAILBOT email address from Baltimore County Public Schools. Applicants should also inform their reference(s) of the job they are applying to. Be sure to account for all periods of employment and unemployment, including student teaching and internship experience, 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. Pre-Employment Requirements: 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 contract signing. 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. Non-Discrimination Statement 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).Contact Information: Chekesha Smith HR Supervisor, Office of Staffing 6901 Charles Street, E Building Towson, Maryland 21204 Phone: 443.809.7870 Fax: 410.887.7876 Email: csmith42@bcps.org