Executive Admin Asst IV, Chief of Schools (INTERNAL ONLY)

• Serves as office manager. Coordinates and oversees the daily administrative operations of the office; oversees the work of clerical and other staff members. Plans initiates and ensures the completion of administrative assignments including but not limited to system wide correspondence.
• Reads all incoming mail and independently prepares a wide variety of correspondence and memoranda for signature; schedules meetings and appointments plans for space time etc. schedules without supervision appointments of unexpected or urgent matters.
• As required attends meetings and hearings including those that may be after the close of regular business day. Provides administrative support for meetings and maintains confidentiality of materials.
• Plans coordinates and manages the building and office including maintenance of all equipment.
• Uses strong interpersonal and public relations skills tact and diplomacy in receiving and responding to a variety of inquiries communications and correspondence often from high-level officials and administrators.
• Receives and screens all written and telephone communications directed to the supervisor. Routes requests and inquiries as appropriate for timely responses. Ensures the timely completion of projects. Reviews and edits all correspondence prepared for signature for format clarity completeness of reply grammatical and procedural correctness. Prepares and disseminates information to schools central offices executive staff and the public.
• Interprets on behalf of the department head and without supervision administrative decisions and policies to others and prepares and transmits directives and instructions.
• Receives and conveys messages instructions procedures and confidential materials to staff members. Maintains and controls confidential records and information. Uses independent judgment to explain policies and procedures to office staff the public and other offices and departments.
• Compiles analyzes and presents a wide variety of data to make decisions based upon the interpretation of existing policies and procedures. Assembles data from various sources performs calculations and determines format for presentation. Completes or coordinates the preparation of a variety of reports and related documents.
• Assists designated budget manager in the development implementation and administration of the office or departmental operating budget. Assists in developing and compiling budget projections. Gathers all necessary spending data from prior years. Monitors budget authorizations and expenditures. Reviews discrepancy reports and reports any deficiencies.
• Maintains appointment calendars and has authority for commitment of time. Makes and confirms necessary conference and travel arrangements. Keeps appropriate records and expense reports.
• Creates presentation materials for staff members. Presents on behalf of the office to other departments and offices.
• Maintains knowledge of departmental operations systems policies and programs. Gives instruction and guidance to other clerical employees.
• Participates in the development of important correspondence; responsible for the writing and editing of all correspondence.
• Responsible for the organization and timelines of staff responsibilities relative to policy review and revisions.
• Assists with the completion of Board presentations. Maintains excellent public relations and communicates appropriately with senior staff members of the Board of Education and BCPS personnel.
• Performs other duties as assigned.

• Possession of a high school diploma plus eight years of responsible administrative experience five years of which were equivalent to that of an administrative or executive secretary.
• The successful completion of at least two years of college course work is preferred.
• Experience in school systems is preferred.

Licenses and Certifications

• N/A
  

• Considerable knowledge of business English spelling general vocabulary and punctuation. Knowledge of administrative practices and procedures. Knowledge of the general organization and functions of Baltimore County Public Schools. Knowledge of legal procedures processes and vocabulary or the ability to rapidly acquire such knowledge.
  Ability to carry out continuing and complex assignments that require the organization of materials the handling of routine administrative details the preparation of reports and sound decision making.
• Ability to maintain important operating records and legal files.
• Ability to handle confidential and sensitive information properly and independently.
• Ability to handle multiple time-sensitive projects in a high paced environment.
• Ability to handle and coordinate or prepare a wide variety of requests correspondence etc. relative to the functions and responsibilities of the Division of Schools.
• Demonstrated proficiency in the use of technology to complete complex and varied tasks including completion and creation of spreadsheets presentations and briefs.
• Demonstrated proficiency in editing documents for correct grammar and punctuation.
• Ability to work independently display effective organizational skills and communicate effectively both orally and in writing. Must possess excellent human relations skills.
• Successful completion of all required tests.

• 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.