Secretary- Office of Special Education Details

Secretary- Office of Special Education

Howard County Public School System - Columbia, MD

Employment Type : Full-Time

• JobID: 3928
Position Type:
Secretarial/Clerical/Secretary
Date Posted:
3/9/2022
Location:
Old Cedar Lane
Closing Date:
03/22/2022
Please view the attachment for job details, minimum qualifications and application requirements

A complete application includes all application materials, proof of education and three supervisory references. Internal applicants must have a minimum of one reference from a current supervisor from within HCPSS. References must be updated annually.

Applicants must submit all required materials by the closing date.

Currently all full-time and part-time HCPSS staff are required to provide proof of full COVID-19 vaccination or undergo weekly testing.

To learn more about HCPSS, please visit our website at https://www.hcpss.org/.

Description:

This is experienced level secretarial work. An employee in this class, with general supervision from a designated supervisor, manages an office, provides secretarial service, uses independent judgment and action relieving the supervisor of as many clerical duties and details as possible. An employee at this level is expected to exercise tact, discretion, and judgment in all areas of work. Performance is evaluated periodically

Essential Job Functions:

• Performs general secretarial tasks including but not limited to producing letters, reports, memorandums, etc. via the computer
• Makes photocopies, files, distributes mail, etc.
• Answers telephone communications and records messages
• Communicates in a positive and effective manner with staff, students, parents, and/or visitors
• Excellent human relations skills.

The above list is a summary of the functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.

Examples of Work:

• Maintains files, including confidential material
• Assists with the initial referral process and registration requirements for the Infants and Toddlers program.
• Types manuscripts, correspondence, statements, tables, forms from corrected copy, rough draft or oral detailed instructions
• Composes correspondence dealing with routine subject matter
• Types committee meeting agenda, attends meetings, keeps records, and prepares minutes of meetings
• Gathers materials from a variety of sources for presentations
• Answers and screens telephone calls
• Answers inquiries within scope of assigned responsibilities, giving information requiring knowledge of rules, regulations, and procedures
• Ability to make appointments and to effectively allocate time on supervisor’s calendar
• Opens, sorts, reads and distributes incoming mail and correspondence
• Prepares, receives, and checks requisitions and items ordered
• Keeps simple accounts and supervises execution of budget
• Orders supplies and maintains an inventory to include textbook lists
• Prepares and expedites purchase orders and direct payment requests
• Establishes and maintains system for keeping track of requested action and reports
• Transcribes dictation from dictation equipment, including material of a technical and confidential nature, or notes of correspondence, reports, manuals, and minutes of meetings and other material of a general, special, or technical nature
• Reads reports and summarizes information to facilitate review by the supervisor
• Maintains mailing lists
• Prepares statistical or other needed records and reports
• Maintains confidential correspondence, files, and other records and report files
• Examines, checks, and verifies complex reports for completeness and accuracy
• Makes up special report forms and summarizes at the request of the supervisor, frequently checking against a variety of records in order to secure complete and accurate information
• May be required to supervise other clerical employees
• Reviews data prepared for supervisor’s signature, noting format, grammar, and completeness
• Communicates notification to individuals and groups regarding future activities
• Operates a calculator and other office machines

Minimum Qualifications:

Applicants must meet all of the following qualifications, listed below, to be considered for the vacancy. Use the application, cover letter, and resume to specifically address each qualification.

Three years of general office experience of a secretarial nature or a combination of education and experience to acquire the knowledge, skills and abilities cited.

Education:

High school diploma or equivalent

Required Knowledge, Skills and Abilities

• Ability to maintain confidentiality
• Ability to manage the office, supervise and train other office personnel
• Ability to communicate clearly and concisely in both written and oral form
• Ability to perform general clerical duties
• Ability to perform clerical tasks quickly and accurately
• Ability to coordinate his/her daily activities or schedule
• Ability to be flexible and adaptable in a variety of situations
• Ability to remain calm under trying circumstances and work with frequent interruptions
• Ability to maintain various organizational systems needed at the school or department
• Ability to make basic math computations quickly and accurately
• Ability to maintain efficient office procedures and a system for keeping track of requested actions and reports
• Ability to type from rough draft and keyboard at a moderate rate of speed
• Ability to be able to meet timelines and perform multiple tasks
• Knowledge of business English, spelling, punctuation, and grammar
• Knowledge and skill in all aspects of word processing
• Knowledge in the use, operation and care of computers and other office machines
• Ability to establish and maintain efficient office procedures
• Ability to work harmoniously with individuals and groups of employees
• Ability to accomplish work responsibilities with minimal supervision



Salary:

This is a 12 month, Grade 9 position on the HCEA-ESP Secretaries and Assistants salary scale (https://www.hcpss.org/f/employment/esp-agreement.pdf). Actual salary placement will be in accordance with the salary procedures of the Howard County Public School System. Under the Fair Labor Standards Act, this position is not exempt from overtime.

Application:

A complete online application and all application materials, including three supervisory reference surveys, must be submitted by the closing date to be considered. One reference from a current supervisor is required from current HCPSS employees.

Please be sure to include the following in your application materials:

• A complete listing of employment locations
• Dates of employment
• Names of direct supervisors
• High School diploma/transcript or College diploma/transcript (upload with application)
• Cover letter
• Resume

For questions regarding this vacancy, please contact:

Laurie Watts
Recruitment Specialist
Office of Human Resources
Laurie_Watts@hcpss.org


Additional Information:

There will be a pre-screening of all applicant credentials. Interviews will be limited to those applicants who, in addition to meeting the basic requirements, have experiences and education that most closely match the position qualifications and the needs of the school system.


Only applicants who submit all of the requested information by the closing date of the vacancy will be considered for this position.


Equal Opportunity Employer

HCPSS celebrates diversity and is committed to creating an inclusive environment for all employees and applicants and prohibits discrimination, harassment, and retaliation of any kind. All employment decisions at HCPSS are based on organizational needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, veteran status or present military service, family medical history or genetic information, family or parental status, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training and career development.

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Attachment(s):
• Secretary Announcement