Administrative Secretary I, Maintenance

Baltimore County Public Schools; Middle River (MD); On-site; USD 34,000 - 56,000; Full time

Job summary

Baltimore County Public Schools is seeking an administrative secretary to support an office or school. You will handle budgetary, payroll, purchasing, and related administrative activities while maintaining filing systems and office records.

Strong typing and computer skills are essential in a busy educational environment. Responsibilities include processing transactions, preparing reports, coordinating calendars, and assisting with communications.

Qualifications

• Experience with budgeting, payroll, and purchasing processes.
• Strong typing (40 wpm) and document processing skills.
• Ability to maintain confidential information and office records.
• Knowledge of office practices and various filing systems.

Responsibilities

• Process a variety of office transactions, forms, and documents.
• Review, verify, and ensure policy compliance of documents.
• Prepare and maintain purchasing records and expense reports.
• Process payroll timesheets and monitor payroll expenditures.
• Maintain calendars, schedule meetings, and prepare agendas.

Skills

Secretarial experience

Typing 40 wpm

Office software

Budgeting

Payroll

Purchasing

Filing systems

Database management

Communication

Education

High school diploma

Four years secretarial experience

Tools

Microsoft Office

Payroll software

Budgeting software

Job description

Job Description

Performs responsible administrative secretary functions in support of an office or school. Processes a variety of transactions, forms, and documents associated with office operations. Performs office budgetary, payroll, purchasing, and related administrative activities. Performs other duties as assigned.

Job Description

Performs responsible administrative secretary functions in support of an office or school. Processes a variety of transactions, forms, and documents associated with office operations. Performs office budgetary, payroll, purchasing, and related administrative activities. Performs other duties as assigned.

Responsibilities

EXAMPLES OF DUTIES

• 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 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.
• 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.
• Maintains office correspondence controls such as tickler files. Tracks and follows up on assigned responses, due dates, reviews, and signatures.
• Purchases office and instructional supplies and equipment. Arranges for the service and repair of facilities and equipment.
• Performs other duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS

Education, Training And Experience

• Possession of a high school diploma or appropriate equivalent.Four years of secretarial experience.

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.
• 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 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 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.

Conditions Of Employment

N/A

SALARY: Grade 03/ESPBC (12-Month), $24.35 to $40.74 (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 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.

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 22ndlargest school district in the nation and the 3rdlargest 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. BCPSworks toembraceall stakeholders,engagethem in authentic collaboration andempowerthem 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!