Office Secretary (Part Time 0.6 FTE10 months) Catonsville Center For Alt. Studies

• Performs a full range of skilled word processing functions. Develops formats and prepares correspondence memoranda reports announcements and forms.
• 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 U.S. 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.

• Possession of a high school diploma or appropriate equivalent.
• Three years of secretarial experience.
• Candidates will complete the BCPS Office Professional Skills Assessment relevant for this position

Note: Other combinations of applicable education training and experience that provide the knowledge abilities and skills necessary to perform effectively in the class may be considered.

• Knowledge of office practices and procedures. Knowledge of filing systems. Knowledge of spelling grammar and arithmetic. Knowledge of personal computers and office software packages. Knowledge of automated office systems.
• Demonstrated skill in typing 40 words per minute. Skill in performing word processing functions. Skill in setting up and maintaining databases spreadsheets and logs. Skill in setting up and maintaining filing systems. Skill in gathering and compiling information for statistical reports. Skill in processing financial documents and transactions. Skill in 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.

• 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.