] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → ADMINISTRATIVE SERVICES MANAGER IV, OFFICE OF THE CHIEF OPERATING OFFICER

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Administrative Services Manager IV, Office of the Chief Operating Officer

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: Admin Services Mgr IV CODE: 4195 SQ/OQ: Optimal Qualified
WORKING TITLE: Administrative Services Manager IV, Office of the Chief Operating Officer GRADE: 21 MONTHS: 12
SUMMARY DESCRIPTION OF CLASSIFICATION: Under direction, manages and coordinates the day-to-day clerical/secretarial work performed in the Office of the Chief Operating Officer, providing a high level of secretarial service to the chief operating officer and procedural assistance and oversight to other office administrative staff. The nature of the work performed in this office requires a thorough knowledge of MCPS organization, functions, personnel, and programs, and involves the use of exceptionally sound judgment and tact when supervising the work of others and interacting with the public, government officials, and MCPS staff.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Thorough knowledge of effective office management and business practices, knowledge of business English, spelling, and general vocabulary, and computational skills necessary to effectively proofread. Extensive knowledge of the general organization and functions of the major units of Montgomery County Public Schools. Ability to perform, without direct supervision, continuing assignments requiring the organization of materials and preparation of reports. Extensive administrative experience to an executive and in an office setting where confidentiality is critical. Extremely detailed oriented and highly organized; high level of skill associated with large scale project management and implementation of formative measures that produce deliverables. Ability to make decisions recognizing established precedents and practices and to use resourcefulness and tact in meeting new situations. Ability to use computers and related technologies to schedule and track office assignments, to produce correspondence and reports, and to complete other complex word processing and data management tasks. Excellent oral, written, and interpersonal communications skills. Experience and relationships with community partners; and cross-office collaboration to schedule meetings, coordinate logistics, and manage events. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System.
EDUCATION, TRAINING, AND EXPERIENCE: Associates degree required. Five plus years of experience with considerable progressively responsible office management experience providing high-level secretarial/data management functions using modern office technologies (preferably with Montgomery County Public Schools or other school systems), proven ability to coordinate and manage the work of others; demonstrated editing experience and thorough familiarity with MCPS correspondence standards and business English, including strong spelling and grammar skills. Other combinations of applicable education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: None
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) None
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.) Ability to work flexible hours including frequent evening and some weekend work.
OVERTIME ELIGIBLE: No

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

Manages clerical staff assigned to the Office of the Chief Operating Officer to ensure that the office runs effectively and efficiently, ensuring an optimal level of support for the chief operating officer.

Coordinates and supervises daily work and projects for the office, maintains office work schedules and ensures proper coverage of the office at all times.

Displays a high degree of professionalism at all times and models tact and sensitivity to assure that telephone callers and office visitors are handled in accordance with best customer service practices.

Exercises sound judgment and decision-making skills to resolve many sensitive matters, referring persons to the office that can best address their needs and concerns most effectively.

Maintains the chief operating officer's calendar, scheduling some appointments and conferences without prior clearance. Reschedules, without supervision, appointments if unexpected or urgent matters of importance occur.

Makes necessary arrangements for conferences, including space, time, attendees, etc.; assembles background materials for the chief operating officer.

Receives, reads, and screens incoming correspondence, reports, and other written materials, handling some items personally and distributing selected items to other appropriate staff.

Monitors the preparation of or personally prepares correspondence for the chief operating officer's signature.

Reads outgoing reports and other correspondence for procedural and grammatical accuracy, conformance with policies and regulations, factual correctness, and adequacy of treatment.

Schedules trips or local visits for the chief operating officer, making travel and hotel reservations when required. Notifies organizations and persons to be visited, and writing necessary follow-up letters upon the chief operating officer's return to the district.

Prepares or arranges for preparation of background and presentation materials, as needed.

Supervises, oversees and reconciles office expenses and the chief operating officer's business expenses and other invoices; maintains detailed record of business expenses by fiscal year.

Demonstrates working knowledge of office technology and operates integrated computer workstations and software applications, including Outlook, Google, MicroSoft Word and Excel, as well as standard office output devices for the completion of correspondence and data reports.

Performs related work as required.
Class Established: 8/2022
Date(s) Revised:
Last Reviewed:

This description may be changed at any time.