Administrative Secretary III, Food Services

Administrative Support Secretary

Provides secretarial and responsible clerical services of a general, special, technical, sensitive, and/or confidential nature for an administrator, such as a director, with supervisory responsibilities for several offices. This position requires the incumbent to have a detailed knowledge of the department/division and to promote food relations with administrators, school staff, outside agencies, and the general public. The incumbent serves as a lead secretary.

Responsibilities

EXAMPLES OF DUTIES:

• Composes correspondence, memos, and other documents. Prepares official documents and exhibits for hearings. Reviews and edits outgoing correspondence for format, grammar, and completeness.
• Performs administrative duties pertinent to the management of the office's operations. Makes decisions on routine or semi-routine matters requiring the application of past practice, knowledge of office policy and procedures, and the use of judgment and discretion. Acts as a liaison with supervisor's subordinates and ranking personnel in other organizations. Schedules appointments and meetings, follows up and acts as a reminder on matters of detail, and prepares and/or assembles data that is required. Makes arrangements for facilities and materials, prepares meeting agendas, attends meetings, records, and prepares minutes. Maintains knowledge of and advises supervisor's staff on personnel matters.
• Coordinates the orderly flow of work documents within an office. Develops, implements, and improves procedures regarding office secretarial, clerical, and administrative activities.
• Maintains correspondence and document tracking and control systems such as tickler files, spreadsheets, and logs. Tracks and follows up on assigned responses, due dates, reviews, and signatures.
• Provides advice and guidance to office staff regarding secretarial, clerical, and office administrative matters. Trains new secretarial/clerical employees.
• 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.
• 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, notes, and dictation requiring knowledge and understanding of technical and professional language and originality of presentation.
• Receives incoming mail and follows up for required action.
• Reviews, compiles, and processes receipts, invoices, expense reports, and related financial documents. Prepares and maintains records of purchases and other office financial activities. Reconciles receipts and procurement card purchases.
• Maintains time records and completes payroll timesheets. Compares monthly AMS Leave usage reports to payroll timesheets for accuracy and reports any discrepancies to the Office of Payroll for resolution. Records and monitors EAMP data.
• Designs, creates, and maintains databases, spreadsheets, and logs. Enters, retrieves, and sorts information in databases, spreadsheets, and logs.
• Webmaster responsible for monitoring and updating OFNS' Web site and that all content meets the WCAG 2.0 AA accessibility requirements.
• Receives, investigates, and resolves inquiries, requests, and complaints to the office. Transmits policies and instructions to members of the office staff.
• 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.
• Researches, gathers, and compiles information and data for reports. Produces periodic reports of office activities. Prepares special reports as requested. Uses personal computers and software to design and produce brochures, signs, posters, and certificates.
• Establishes and maintains significant, sensitive, confidential, and personal logs, files, and records. Examines, checks, and verifies complex documents and reports prepared by others for completeness, accuracy, and format. Prepares special reports and summaries as requested. Researches in-house source material as required.
• Answers telephone calls. Provides assistance and information to callers, which requires an understanding of office programs, services, and procedures.
• Maintains and controls distribution of purchases, office supplies, and equipment. Arranges for service and/or repair of office equipment. Often repairs equipment until technician arrives for service.
• Provides backup to the administrative assistant assigned to the Department of Business Services Operations.
• Performs other duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS Education, Training, and Experience: Education, Training and Experience:

High school diploma or equivalent. Five years of progressively responsible secretarial work experience. Two years' experience with the school system preferred. Specialized secretarial and/or commercial business courses including office procedures, record management, etc. preferred.

Note: Other combinations of applicable education, training, and experience that provide the knowledge, skills, and abilities necessary to perform effectively in the position may be considered.

Licenses and Certificates:

N/A

Knowledge, Skills, and Abilities:

Knowledge of personal computers and office software packages.

Knowledge of automated office systems.

Knowledge of office practices and procedures.

Thorough knowledge of spelling, grammar, arithmetic, and filing systems.

Skill in performing responsible administrative secretary functions.

Skill in performing office budgetary, payroll, purchasing, and related administrative activities.

Skill in coordinating the orderly flow of work documents within an office.

Skill in setting up and maintaining databases, spreadsheets, logs, and filing systems.

Skill in gathering and compiling information for reports.

Skill in processing financial documents and transactions.

Skill in composing correspondence and memoranda.

Skill in operating personal computers and related office equipment.

Skill in performing Webmaster duties and Web accessibility compliance.

Demonstrated ability to type 40 words per minute.

Demonstrated ability to take dictation (any method).

Ability to exercise independent judgment and discretion in applying and interpreting system policies and procedures.

Ability to maintain confidential and important operating records.

Ability to communicate clearly and effectively, both orally and in writing.

PHYSICAL AND ENVIRONMENTAL CONDITIONS: 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.

CONDITIONS OF EMPLOYMENT: May be required to work additional hours with little or no notice.

WORKING HOURS: 7:15 a.m. - 3:30 p.m.

SALARY: Grade 05/ESPBC $24.13-$38.56 (Hourly Base Pay Scale for Non-Exempt Office Professionals, Clerical, and Classified 2025-2026 Effective January 1, 2026)

Visit the BCPS Office of Payroll website for additional information on pay scales, other compensation and leave accruals at

OTHER COMPENSATION: This position may be eligible for extra duty activity pay, as approved by the Supervisor/Principal. Visit the BCPS website to review the ESPBC Master Agreement for additional information at FLSA: Non-Exempt RETIREMENT: Eligible for the Maryland State Retirement System.

BENEFITS: BCPS offers a comprehensive benefits program for eligible employees including options for medical plans, dental plans, vision, life insurance, flexible spending accounts, disability coverage, and 403(b)/457 plans. Other benefits include paid holidays, sick, personal business, and bereavement days, and flexible leave options such as FMLA, sick bank, and board approved leaves. All new hires will attend a benefits meeting upon hire.

Visit the BCPS website for additional information about benefit plans for BCPS employees at

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). Information on your resume and application must match. This