Administrative Secretary III, STEAM

Baltimore County Public Schools; Baltimore (MD); On-site; USD 37,000 - 61,000; Full time

Benefits offered by this job

Medical plans

Dental plans

Vision plan

Life insurance

403(b)/457 plans

Paid holidays

Job summary

Baltimore County Public Schools seeks an experienced administrative secretary to support an office or school, performing and coordinating complex clerical tasks.

Responsibilities include leading clerical staff, managing payroll and budgets, maintaining filing systems, preparing reports, and coordinating meetings and agendas. Five years of secretarial experience and a high school diploma are required; strong communication and confidentiality are essential.

Qualifications

• High school diploma or equivalent; five years of progressively responsible secretarial experience.
• Knowledge of office practices, filing systems, grammar, and arithmetic.
• Ability to communicate effectively and maintain confidentiality.

Responsibilities

• Performs administrative duties for the management of the office.
• Leads, oversees, and coordinates clerical staff.
• Maintains correspondence, documents, and financial records.
• Prepares budgets, payroll, purchases, and related reports.
• Schedules meetings, prepares agendas, and takes minutes.
• Coordinates filing systems and document control.

Skills

Typing 40 wpm

Staff leadership

Budgeting

Payroll processing

Office procedures

Document management

Data entry

Filing systems

Education

High school diploma

Tools

Office software

Spreadsheets

Databases

Job description

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

• 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.

Licenses And Certificates:

• 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.
• Citizenship, residency or work VISA in United States required

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 05/ESPBC (12-Month), $26.55-$44.42 (Hourly Base Pay Scale for Non-Exempt Office Professionals, Clerical, and Classified 2026-2027 Effective July 1, 2026)

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 Baltimore County Employees’ Retirement System.

Benefits

• Options for medical plans, dental plans, vision, life insurance, flexible spending accounts, disability coverage, and 403(b)/457 plans.
• Paid holidays, sick, personal business, and bereavement days.
• Flexible leave options such as FMLA, sick bank, and board approved leaves.

Contact Information

Email: [e-mail]

Phone: [phone]

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. 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!