The posting
Job Description
Performs and coordinates administrative and secretarial functions for an office or school. Leads, oversees, and coordinates the work of office secretarial and clerical staff. Coordinates the orderly flow of work documents within an office. Exercises independent judgment and discretion in applying office rules, practices, and procedures to the execution of administrative assignments. Performs other duties as assigned.
Responsibilities
EXAMPLES OF DUTIES:
- Performs administrative duties pertinent to the management of the office's operations. Makes decisions on routine administrative matters requiring the application of past practice, knowledge of office procedures, and the use of judgment and discretion.
- Coordinates the work of office secretarial and clerical staff. Assigns and reviews office secretarial and clerical duties.
- Provides advice and guidance to office staff regarding secretarial, clerical, and office administrative matters. Trains new secretarial/clerical employees.
- 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.
- 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.
- 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 petty cash accounts.
- Records and monitors operating and grant budget expenditures. Researches and gathers information used in budget preparation. Prepares quarterly budget projections of salary and non-salary expenditures. Utilizes appropriate software applications for recording and monitoring financial activities.
- Completes payroll timesheets. Records and monitors regular payroll, special payroll, and contractual payroll expenditures. Records and documents extended year employment (EYE) payroll.
- Maintains office calendars. Schedules appointments and meetings. Makes arrangements for facilities and materials required for meetings. Prepares agendas and takes minutes of meetings. Prepares meeting notes for distribution.
- 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.
- Composes correspondence, memos and other documents. Prepares official documents and exhibits for hearings. Reviews and edits outgoing correspondence for format, grammar, and completeness.
- Researches, gathers, and compiles information and statistical data for reports. Produces periodic reports of office activities. Prepares special reports as requested. Uses personal computers and software to design and produce 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.
- Designs, creates, and maintains databases, spreadsheets, and logs. Enters, retrieves, and sorts information in databases, spreadsheets, and logs.
- Receives, investigates, and resolves inquiries, requests, and complaints to the office. Transmits policies and instructions to members of the office staff. Explains office procedures to the public and others.
- Answers telephone calls. Provides assistance and information to callers, which requires an understanding of office programs, services, and procedures.
- Serves as a liaison with the Department of Technology for the development and maintenance of the office website. Contacts the Department of Fiscal Services regarding purchasing and budgetary matters.
- Purchases office and instructional supplies and equipment. Arranges for service and/or repair of office equipment.
Qualifications
MINIMUM QUALIFICATIONS
Education, Training, and Experience:
- Possession of a high school diploma or appropriate equivalent. Five years of progressively responsible secretarial experience.
- Candidates must successfully complete the BCPS Office Professional Skills Assessment as a pre-employment requirement for this position. Candidates will demonstrate keyboard skills by typing 40 words per minute and perform basic clerical duties demonstrating attention to detail.
Licenses and Certifications
- N/A
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. Knowledge of the Gregg Reference Manual.
- 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 leading, overseeing, and coordinating the work of office secretarial and clerical staff. Skill in coordinating the orderly flow of work documents within an office. 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 proofreading and editing documents. 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 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.
Citizenship, residency or work VISA in United States required
CONDITIONS OF EMPLOYMENT:
N/A
SALARY: Grade 05/ESPBC (12-Month), $26.55 to $48.20 (Hourly Base Pay Scale for Non-Exempt Office Professionals, Clerical, and Classified 2026-2027 Effective July 1, 2026 )
Visit the BCPS Office of Payroll website for additional information on pay scales, other compensation and leave accruals at https://www.bcps.org/fiscalservices/payroll.
OTHER COMPENSATION: This position may also be eligible for comp time as per the ESPBC Master Agreement. Visit the BCPS website for additional information at https://www.bcps.org/cms/One.aspx?portalId=2828&pageId=69996497.
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 https://www.bcps.org/hr/compliance/benefits_and_retirement
This document describes the duties and responsibilities of a position. It shall not be held to exclude duties not referenced nor limit the right of management to assign work to employees.
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 information is necessary for salary determination should you receive an offer of employment.
- 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.
- Be sure to account for all periods of employment and unemployment. Failure to complete all fields of the "Work Experience" section of the application may result in your application not being considered. A resume will not be the only document considered in determining your qualifications for a position.
- You MUST attach your unofficial transcript(s) or license(s) to your application if you applying for a position as a teacher or position which requires Licensure/Certification.
Proof of Licenses, Certifications and Education:
- Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant’s major field of study. Copies and unofficial transcripts are acceptable only at the application stage. Official transcripts must be provided only after you have accepted a contingent offer.
- Failure to submit proof of Licenses, Certifications and Education may result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with your application.
Proof of Degree Equivalency:
- Applicants who have obtained a degree from outside the United States are required to submit degree equivalence documentation from a MSDE approved Foreign Transcript Evaluation Agency. This information is located on the MSDE website at https://marylandpublicschools.org/about/Pages/DEE/Certification/Foreign-Transcript-Evaluation-Agencies.aspx
Pre-Employment Requirements:
- All people employed by the Baltimore County Public Schools, regular and temporary, are required to be fingerprinted and have a criminal background investigation (per COMAR) completed. The fee charged for fingerprinting is $109.
- 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 will be required upon hire and must be sent via escript/clearinghouse from your university.
- Some positions will require employees to undergo a physical examination.
- All newly hired personnel must attend a Benefits and Retirement Orientation meeting.
- Additional job verification will be required for salary credit.
Contact Information
Office of Recruitment & Staffing
Phone: 443-809-7872
This document describes the duties and responsibilities of a position or group of positions. It shall not be held to exclude duties not referenced nor limit the right of management to assign work to employees.
About Us
Baltimore County Public Schools (BCPS) is the 22nd largest school district in the nation and the 3rd largest in Maryland with over 21,000 employees supporting over 111,000 students. BCPS has 26 Maryland Blue Ribbon Schools of Excellence and 23 National Blue Ribbon schools, 32 magnet schools and 116 magnet programs.
Baltimore County Public Schools is seeking highly effective employees that will inspire, support, and prepare our students for a successful future. BCPS works to embrace all stakeholders, engage them in authentic collaboration and empower them to be a part of positive change, so our students, staff, and system will excel. We hope you will join our dynamic community! Apply to work at BCPS!
