] Office of Human Resources - Montgomery County Public Schools

OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → SCHOOL SECRETARY II

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School Secretary II

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: School Sec II 10 Mo CODE: 4230 SQ/OQ: Optimal Qualified
WORKING TITLE: School Secretary II GRADE: 13 MONTHS: 10
SUMMARY DESCRIPTION OF CLASSIFICATION: Under general supervision, performs responsible secretarial and clerical work in a large school office. Work of the class consists of serving as the principal office assistant to one or more school administrators. Workers provide secretarial services for assigned supervisors and perform varied office clerical tasks. Work requires responsible contacts with students, parents and others. Employees exercise considerable independence and judgment in performing their work.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Strong working knowledge of business English, spelling, arithmetic, and modern office practices, procedures, and equipment; good understanding of MCPS school office operations, and area and central office organization. Ability to make decisions in accordance with established policies and procedures and the ability to apply these to work problems; ability to maintain clerical records and prepare reports; ability to work effectively with students, and administrative and instructional staff, school employees and the central office staff. Ability to multi-task and demonstrate strong organizational skills while also being flexible in schedule/duty assignments. Skill in the operation of a typewriter and in operating word processing and computer equipment. Good human relations and communications skills. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: High School or GED diploma required. One year experience in performing responsible secretarial, fiscal, and clerical work in a busy office environment. Other combinations of 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.) Designated positions may require sustained operation of keyboard devices.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.)
OVERTIME ELIGIBLE: Yes

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(The job duties listed are typical examples of the work performed by this job classification. Not all duties assigned are included, nor are all duties listed performed in every office.)

Provides secretarial services for assigned staff and performs varied office clerical tasks.

Interacts with students, teachers, and specialists during the course of the school day providing support as needed.

Serves as initial point of contact or counseling services and various programs.

Maintains the resource supervisor's calendar, using judgment to schedule appointments and commit his/her time.

Arranges meetings, reserving space, securing time commitments of meeting participants, and follows up.

Maintains accuracy of files (i.e. Cumulative and Confidential file etc.) as required.

Places and screens telephone calls for school staff.

Uses judgment to answer inquiries, refers callers and resolves issues.

Relays information and keeps school staff informed of matters.

Receives visitors including parents and other members of the public, and is able to respond to concerns expressed by community members and or staff in a calm and professional manner.
Create and gather student specific information (i.e. transcript, for private/consortium/special programs.

Inputs grade corrections to OASIS.

Collect, sort, distributes report cards to assigned staff for distribution to students.

Manages distribution of report cards to absent student.

Enrolls students in (PEP). Works closely with pupil services, health room staff, and administration to verify Enrollment, (Montgomery county residency, immunizations, birth certificate, grade level, FARMS, custody, previous school records, administer/score placement tests, COSA (Change of School Assignment. (some MS/HS).

Processes student school withdrawals, notify staff and distributes withdrawal documents to student/parent.

Obtain, confirm, and verify student personal information and input data into OASIS.

Assist counselor with articulation process, elementary, incoming/outgoing MS, high school registration and choice programs.

Maintain special accommodation for general education students (Form 504).

Prepare department procurement forms in order to give to financial specialist.

Arranges conferences as it relates to homelessness, and works with transportation staff to ensure seamless transportation services are provided for homeless students.

Collects residency verification for all eighth grade students and enter data into Oasis and schedules follow ups.

Organize work groups for special projects throughout the year.

Acts as member of OSET team.

Provides backup to school secretarial as needed.

Collect, prepare reports on school/student data and distribute to appropriate staff.

Create and maintain local databases used for school/student data.

Arrange student transportation.

Attends job appropriate meetings and training.

Coordinates with teachers to obtain homework assignments or class work for students unable to attend school.

Provide parents with verification of enrollment for tax verification, child support etc.

Receives elementary records. Audits, sorts, deliver to appropriate middle/high schools in the consortium.

Perform related work as required.
Class Established: 1997
Date(s) Revised: 10/2007, 8/11
Last Reviewed: 9/2017

This description may be changed at any time.