Title Code:

Technician: Administrative

Location Note: Operations is part of the Facilities Division located in Pasadena, MD. 

 

JOB SUMMARY
Performs responsible and complex secretarial duties for the Supervisor and coordinates the administrative support functions for the entire Division and professional staff. Answers and screens telephone calls, greets visitors, sorts mail, prepares correspondence, and keeps the Supervisor's calendar. Maintains accurate subject-matter files, confidential records, lists, etc. Undertakes follow-up actions needed to complete work assignments. Ensures that the payroll is submitted on time and that all personnel actions are processed according to procedure. Prepares and reviews all correspondence coming in and going out from the division and retrieves information using standard software packages. As a lead worker, this position may assign, distribute and coordinate the work of other clerical/secretarial staff in the Department office.

ESSENTIAL DUTIES/RESPONSIBILITIES

• Serves as the administrative technician to the Supervisor and professional staff members.
• As a lead worker, exercises delegated responsibility for prioritizing, assigning, instructing, distributing and coordinating the work of other clerical/secretarial staff assigned to the Division. Provides training on office procedures and equipment.
• As the receptionist for the Supervisor, greets and screens visitors, answers telephone calls, discerns nature of the call, and handles matters of a routine, general or confidential nature.
• Keeps supervisor’s calendar. Schedules appointments and makes necessary travel arrangements. Gathers documents, files or background materials; and appraises the Supervisor of the nature and circumstance of meetings and conferences.
• Receives, reads, screens and prioritizes incoming mail, correspondence, reports, memos, announcements, etc. Independently handles those not requiring the attention of the Supervisor.
• Creates, composes, types, and distributes correspondence, memoranda, notices, instructions and related transmittal documents. May take or transcribe dictation or tapes.
• Prepares agenda for meetings and issues minutes as required.
• Establishes, compiles, and maintains confidential records/files such as evaluations, personnel actions, budget information, contract documents or related matters.
• Maintains department inventory, budget, time sheets, leave slips or other records as assigned.
• Ensures that an ample amount of office supplies and materials are available.
• Operates a variety of office machines/equipment and ensures that they are maintained and repaired as necessary.
• Prepares purchase orders, maintains financial records, and receives deliveries.
• Interprets and orally conveys messages, instructions, procedures, or practices from the Supervisor, acting with tact and discretion.
• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• Associate's Degree in related field of education from a regionally accredited college or university required;
• Some College Level Courses in Business or secretarial school training preferred.
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Experience

• Three (3) years administrative experience required;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Knowledge, Skills, Abilities and Other Characteristics

• Ability and knowledge of appropriate software to proficiently use personal computers for word processing, spread sheets, database management, desktop publishing, presentation graphics and email.
• Ability to operate various office equipment, i.e., calculator, copier, fax machine, laser printer, etc.
• Thorough knowledge of office practices and procedures, bookkeeping, business English, presentation graphics, spelling and arithmetic.
• Ability to exercise initiative and good judgment in the timely execution of delegated administrative responsibilities.
• Ability to maintain confidential and important operating records.
• Thorough knowledge of Board of Education and school system operations, policies, procedures and practices.
• Ability to exercise tack and cooperation in dealing with Board of Education personnel, contractors, outside agencies and the general public.
• Ability to train, instruct, assign, prioritize, coordinate and supervise the work of others.
• Demonstrated ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.

Licenses and Certifications
Employee must retain active licenses, certifications, and enrollment as a condition of employment.

• N/A

Driving Requirements

• N/A

LEADERSHIP ROLE

• N/A

PHYSICAL DEMANDS/WORKING CONDITIONS
The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• Standing: under 1/3 percent of the time
• Walking: under 1/3 percent of the time
• Sitting: between 1/3 and 2/3 percent of the time
• Keyboarding: between 1/3 and 2/3 percent of the time
• Stooping: under 1/3 percent of the time
• Kneeling: under 1/3 percent of the time
• Bending: under 1/3 percent of the time
• Talking: between 1/3 and 2/3 percent of the time
• Hearing: between 1/3 and 2/3 percent of the time
• As required by the duties and responsibilities of the position.

Vision
The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

• No special vision requirements

Work Environment
Location

• Office, school or similar indoor environment: over 2/3 percent of the time

Noise Level

• Moderate: between 1/3 and 2/3 percent of the time

Weight & Force
Lifting and carrying requirements

• Up to 25 pounds: under 1/3 percent of the time

Travel Requirements

• N/A

JOB INFORMATION

Approved Date:	6/27/2019
Established Date:	3/1/2001
Title Code:	E04974
Title:	TECHNICIAN: ADMINISTRATIVE
Alternate Title:	Technician: Administrative
Reports to Generic:	Supervisor;Manager;Director
Reports to Specific:

ORGANIZATION

Division:	Varies
Business Unit:
Department:
Negotiated Agreement:	Secretaries and Assistants Association of Anne Arundel County (SAAAAC)

HR JOB INFORMATION

Unit:	IV
Days Worked:	260
FLSA Exemption Status:	Non-Exempt
Grade:	SG11  Click HERE to view Terms of Employment, Benefits and Salary Scale.  Scroll down to locate (Unit 4 - SAAAAC)
Essential Job:
Months Worked:	12
Hours Worked:	7
Job Family:	Administrative and Office Support
Sub-Function:	Technical-Clerical Support

 

VR# 24119