EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(Incumbents may perform any combination of the essential functions shown below. This position description is not intended to be an exhaustive list of all duties, knowledge, or ability associated with this classification, but is intended to accurately reflect the core job elements.)

Performs varied and highly responsible, often confidential, office and secretarial work for administrators and staff in the executive and department director offices.

Experience organizing video conferencing or virtual meetings.
Meets strict deadlines, coordinates, collects, proofreads/edits, and works closely with administrators and the administrative service manager to finalize and ensure timely delivery of material for meetings.

Exercises considerable initiative to resolve problems and to anticipate and respond to office secretarial/clerical needs.

Collaboratively works within and across office teams to support the operational efficiency of the office (i.e. calls, visitors, incidents, correspondence, etc.).

Work involves frequent contact with high-level officials in MCPS and in other partner organizations, requiring sensitivity, good judgment, and strong interpersonal skills being mindful of MCPS policies and regulations.

Interacts with all aspects of the school community and the school system.

Performs a variety of secretarial and office support duties such as answering the telephone, takes messages, screening and routing calls and maintaining files, etc.

Receives and greets visitors and determines the nature of their business, assists as needed or refers to other staff/office as appropriate.

Receives calls, gathers information, researches and resolves inquiries, issues, and complaints presented by student, staff, and community.

Refers to additional stakeholders for appropriate action as needed and follow up if necessary.

Demonstrates the core values of the school district, specifically equity and relationships, as they relate to culturally responsive interactions and collaboration with staff and community.

Creates reports and database tables using MS/Office suite of products, Google, and other software applications as needed.

Makes travel arrangements; processes travel vouchers.

Prepares and arranges meeting agendas, reserves space and refreshments, securing time commitments of meeting participants, and follows up.

Schedules and maintains executive and department director's calendars, arranges appointments, meetings with MCPS staff, business and community leaders, state and local government officials, attorneys, Board members, etc.

Answers phone or email inquiries regarding programs and services, explaining requirements and assisting callers in completing forms or other actions; maintains office or unit records for program and processes actions.

Prepares correspondence folders for the superintendent's signature and executive staff. Sorts and distributes correspondence to superintendent, executive staff, and directors for appropriate action or attention

Maintains a correspondence control system to track the status and location of incoming and outgoing correspondence.

Receives, proofreads, and edits correspondence, and other written materials to ensure conformance to MCPS protocols, policies and regulations, and timely delivery.

Maintains confidential records as needed.

May manage principal payroll and JP Morgan transaction approvals.

Receives, gathers incident information and inputs reported information in the incident management system; ensuring distribution to all designated offices and staff.

Participates in crisis management preparedness plan, i.e. mock crisis exercises.

Initiates appropriate action for addressing emergencies and alerting appropriate offices such as, lockdown and shelter incidents, bomb threat, missing children, allegations of child abuse and neglect and Title IX infractions, etc.

Prepares confidential memorandums to the record documenting incidents occurring at schools and involving school employees, as required.

Participates in managing requests for external research requests and the fees and related processes/databases.

Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).

Performs related duties consistent with the scope and intent of the position.