JobID 8312 : Administrative Secretary II - Infants & Toddlers (#1984854)

Posted 8 days ago


CLASS TITLE:     Administrative Secretary II
WORKING TITLE: Administrative Secretary, Infants & Toddlers
TITLE CODE:       K2202                                                                GRADE:  04/ESPBC
DEFINITION:       Oversees the processing of a variety of transactions, forms, and documents associated with the Infants & Toddlers program operations.  May lead and guide the work of others. Performs highly specialized and technical administrative secretarial functions, which requires advanced knowledge of a specialized field.  Performs other duties as assigned.
Oversees the processing of forms, documents, and records.  Reviews and verifies documents for completeness, accuracy, and compliance with established policy and procedural requirements.
Responds to initial intake calls from families and other professionals to support the Single Point of Entry referral process and Infants and Toddlers.  Takes information from family and enters into the Statewide Part C data management system.
Reviews, compiles, and processes receipts, invoices, expense reports and related financial documents for central office team and infants and toddlers’ sites.  Prepares and maintains records of purchases and other office financial activities.  Reconciles receipts.   
Records and monitors specific operating and grant budget expenditures.  Processes travel expenses for all Birth to Five Services staff members and tracks travel expenses for entire program.  Processes check requests and invoices.   
Completes payroll timesheets for Birth to Five Services contractual employees.  Records and monitors regular payroll, special payroll, and contractual payroll expenditures.  Records and documents extended year employment (EYE) payroll. 
Creates and manages data reports within the Part C Statewide Infants and Toddlers data system.  Provides monthly service reports to supervisors and site team leaders.  Creates and updates specific weekly and monthly data reports.  Designs, creates, and maintains databases, spreadsheets, and logs.  Enters, retrieves, and sorts information in databases, spreadsheets, and logs. 
Processes Disability Determination requests and maintains an ongoing record of those requests.
Purchases office and instructional supplies and equipment.  Arranges for service and/or repair office equipment.
Maintains office calendars.  Schedules appointments and meetings.  Arranges for facilities and materials required for meetings.  Prepares agendas and takes minutes of meetings. 
Designs and produces power point presentations, newsletters, brochures, signs, posters, and certificates.
Performs a full range of skilled word processing functions.  Develops, formats, and produces correspondence, memoranda, reports, announcements, forms, and related documents from handwritten copies, verbal instructions, and notes.
Enters professional development and meeting information into the system-wide Organizational Development Online Registration system.  Reconciles attendance.  Supports all aspects of implementing professional learning session.
Provides assistance to callers which requires an understanding of office programs, services, and procedures. 
Processes a variety of transactions, forms, documents, and records associated with office operations.  Reviews and verifies documents for completeness, accuracy, and compliance with established policy and procedural requirements.
Prepares official documents and exhibits for hearings.  Reviews and edits outgoing correspondence for format, grammar, and completeness.  May draft correspondence, memos and other documents.  Creates and maintains databases, spreadsheets and logs.
Coordinates the storage, retrieval, and dissemination of information, data, files, and documents pertaining to office operations.  Creates, organizes, and maintains electronic and paper document filing systems.  Coordinates the archival and disposal of files.  Oversees all record archiving responsibilities.  Collaborates with the Baltimore County Department of Health to arrange pick-up and delivery of records.  Orders materials to support processes.  Facilitates all record requests from sites and/or partners.  Facilitates subpoena requests. 
May assign, review, and coordinate the work of other secretarial or clerical positions.
Performs other duties as assigned.
Education, Training and Experience:  Possession of a high school diploma or appropriate equivalent, plus five years of secretarial experience.
Demonstrated skill in typing 40 words per minute.
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 office software packages.  Knowledge of automated office systems.
Demonstrated skill in typing 40 words per minute.  Skill in performing responsible administrative secretary functions.  Skill in performing office budgetary, payroll, purchasing, and related administrative activities.  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.
PHYSICAL AND ENVIRONMENTAL CONDITIONSThe 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:  Non-exempt

Eligible for the Maryland State Retirement System

This class specification defines the types of duties and level of difficulty of work required of positions in this title.  It shall not be held to exclude duties not mentioned nor limit the right of management to assign work to employees.

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, 9600 Pulaski Park Drive, Suite 118, Baltimore, MD 21220 (443-809-4360).

Contact Information

Chekesha Smith
Supervisor, Office of Staffing
6901 Charles Street, E Building
Towson, Maryland 21204
Phone: 443-809-7870
Fax: 410-887-7876