Executive Secretary: Administrative Legal

TrulyHired; Annapolis (MD); On-site; USD 42,000 - 62,000; Full time

Job summary

Anne Arundel County Public Schools (AACPS) seeks an Executive Secretary to support Administrative Legal functions and provide paralegal-style administrative assistance. The role requires handling confidential information with tact and managing complex schedules.

The incumbent will perform legal research support, draft correspondence, and coordinate communications between the office and the school community, ensuring timely, accurate document preparation.

Qualifications

• High school diploma or equivalent required; further education helpful.
• Some college courses in administrative support preferred.
• Associate's degree in a related field is preferred.
• Experience with administrative and/or paralegal duties is desirable.

Responsibilities

• Maintains law library and assists in legal research for hearings and meetings.
• Maintains multiple calendars and arranges meetings, conferences, and travel.
• Acts as liaison between school system community and the office.
• Assists with preparation of letters, memos, and confidential information.
• Maintains filing systems, agendas, and information requests.

Skills

Administrative support

Paralegal duties

Calendar management

Budgeting assistance

Research skills

Confidentiality

Education

High School Diploma or Equivalency

Some College in admin support

Associate's Degree preferred

Tools

Microsoft Office Suite

PowerPoint

Excel

Job description

Job Description

Title Code:

Executive Secretary: Administrative Legal

JOB SUMMARY

Performs administrative and paralegal duties. Requires considerable judgment, initiative, inter-personal, organizational, and problem-solving skills. It has great latitude as well as accountability to determine courses of action where precedents may not exist. Employs considerable latitude to accomplish routine work assignments.

ESSENTIAL DUTIES/RESPONSIBILITIES

• Maintains the law library. Assists in legal research of federal and state laws in preparation of correspondence, hearing documents, and PowerPoint presentations. Prepares, assembles and summarize information from files, newspapers, journals, documents, exhibits and other resources for appeal hearings, mediations, and meetings.
• Maintains multiple complex calendars, and arrange meetings, conferences, and travel.
• Serves as the liaison between the school system community and the office.
• Assists with the preparation of letters, memoranda, confidential information, correspondence, and synopsis of legal decisions.
• Maintains various administrative policies and procedures such as filing systems, schedules, meeting minutes, agendas, information requests and other items.
• Analyzes and assesses services and operations and makes recommendations.
• Oversees office telephone coverage and coordinates alternative coverage.
• Identifies, expedites, and follows up on work priorities.
• Assists in preparing and maintaining the budget for the office.
• 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

• High School Diploma or Equivalency Certificate required;
• Some College Level Courses specialized training in administrative support acquired through business school or college required;
• Associate's Degree in related field of education from a regionally accredited college or university 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

• Five (5) years responsible and diversified administrative and/or secretarial 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

• Demonstrated proficiency with word processing, spreadsheets, database management and desktop publishing programs.
• Ability to exercise tact, discretion, cooperation, and maintain confidentiality in interacting with others.
• Ability to exercise initiative and good judgment in the timely execution of delegated administrative responsibilities.
• Ability to work effectively in fast-paced and deadline driven environments, handle multiple tasks, respond to changing priorities, and organize and manage executive schedules and logistics.
• Ability to convey the authority of the office throughout the organization and community.
• Ability to proofread for accuracy, format, grammar, punctuation, and syntax.
• Ability to train, assign, coordinate, and lead the work of other clerical office personnel.
• 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 preemployment assessment is required.

Licenses and Certifications

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

• Hold or be eligible for Certified Administrative Professional (CAP) Certification issued by International Association of Administrative Professionals (IAAP) preferred.

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

Vision

• No special vision requirements

Work Environment

Location

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

Noise Level

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

Weight & Force

Lifting and carrying requirements

• Up to 20 pounds: under 1/3 of the time

Travel Requirements

• N/A

JOB INFORMATION

Approved Date:

7/1/2025

Established Date:

7/1/2007

Title Code:

A01610

Title:

SECRETARY EXECUTIVE: ADMINISTRATIVE LEGAL

Alternate Title:

Executive Secretary: Administrative Legal

Reports to Generic:

General Counsel

Reports to Specific:

COUNSEL: GENERAL

ORGANIZATION

Division:

Chief of Staff Office

Business Unit:

General Counsel

Department:

Negotiated Agreement:

N/A

HR JOB INFORMATION

Unit:

V

Days Worked:

260

FLSA Exemption Status:

Exempt

Grade:

PG03

Click HERE to view Terms of Employment, Benefits and Salary Scale. Scroll down to locate (Unit 5 - Professional Staff)

Essential Job:

Months Worked:

12

Hours Worked:

8

Job Family:

Administrative and Office Support

Sub-Function:

Executive Assistants

VR# 27043

Welcome to ATX Learning

Anne Arundel County Public Schools (AACPS) provides a challenging and rewarding educational experience for every child. We offer a comprehensive system-wide multicultural curriculum from kindergarten through 12th grade. At every level, the focus is on success for every student. Quality instruction, combined with teacher commitment, provides excellence in our instructional programs. Explore career opportunities with a progressive school system dedicated to providing the very best services to our students, our educators, and our community.

Located on the magnificent Chesapeake Bay, Anne Arundel County is conveniently located near the cities of Baltimore and Washington, D.C., and is home to the state capitol, Annapolis, which has a rich historical past. Notable landmarks include the United State Naval Academy, Fort George G. Meade, the National Security Agency, and Baltimore Washington International Airport. The county encompasses urban, suburban, and rural areas, with 432 miles of tidal shoreline. Fine dining, state parks, major cultural attractions, the best in entertainment and professional sports are within easy access to our central location.