Release Date:  September 17, 2024                                   Application Deadline:  October 1, 2024

Requisition 11044

Current benefited staff of SMCPS who submit a timely application and meet the minimum qualifications for the position shall be granted an interview and shall be considered to fill the vacancy prior to external applicants being considered.  Questions regarding your application and/or candidacy should be directed to the Department of Human Resources.

POSITION: Coordinating Administrative Assistant to the Deputy Superintendent of Schools

                   (twelve-month assignment)

LOCATION: Office of the Superintendent 

SALARY:    The salary for this position will be based on EASMC-ESP salary schedule for twelve-month seven-hour employees – Range 30. ($65,662 - $99,316)

EFFECTIVE:  October 2024

APPLICATION PROCEDURES:

Qualified applicants, including current employees of St. Mary's County Public Schools, must complete a TalentEd online application.   In addition to the online application, any support documentation (copy of certification where applicable) must be scanned and uploaded to the TalentEd application.  The online application and any support documentation must clearly demonstrate that the applicant meets the minimum qualifications, including information about the applicant’s background, experience, and professional qualifications.  Failure to submit all required documentation will result in your application being considered incomplete.  Incomplete applications will not be forwarded to the selection committee for review.  All online applications must be completed no later than October 1, 2024. Following a screening of credentials, interviews will be scheduled.  Please contact the Department of Human Resources with questions (301-475-5511, ext. 32187).            

NATURE OF WORK: 

Performs work of a highly confidential nature in a high-pressure environment providing direct support to the Deputy Superintendent of Schools for St. Mary’s County Public Schools (SMCPS). Employs strong interpersonal and effective public relations skills, tact, confidentiality, and diplomacy in receiving and responding to a variety of inquiries, communications, and correspondence. Independently handles both internal and external inquiries, requests, and communications regarding various aspects of the school system. Performs a variety of highly diverse secretarial and administrative duties. Prepares and maintains complete and accurate records of business communication, and federal and state required documentation. Requires a high level of discretion, judgment, independence, and the ability to maintain absolute security regarding confidential issues. Ensures that administrative activities are conducted in accordance with established policies and procedures. 

ESSENTIAL FUNCTIONS: 

• Coordinate among various departments and divisions for the Deputy Superintendent
• Maintain calendars, appointments, meetings, events, etc., for the Deputy Superintendent and various department an division leaders
• Professionally relate to and collaborate with co-workers, students, and community members 
• Understand and maintain confidentiality 
• Use technology effectively to complete tasks 
• Report to work daily and on time 
• Organize, supervise, coordinate and establish priorities of tasks to be completed 
• Work independently in the absence of detailed instructions and to follow complex oral and/or written instructions 
• Communicate courteously and tactfully with staff, students, parents, and the community in a timely manner 
• Work well under pressure and within time constraints
• Flex working hours as needed and when requested
• Project a positive image to various stakeholders
• Demonstrate excellent time management skills and take initiative and make decisions within assigned responsibility in a challenging, fast-paced professional environment and be flexible in work responsibilities and hours 
• Demonstrate knowledge of the programs, policies, and procedures of SMCPS
• Coordinate training with other administrative support professionals throughout SMCPS
• Provides support for negotiations by taking confidential notes during negotiations sessions and meetings regarding the Board’s posture in negotiations.
• Perform other duties and responsibilities as assigned

DUTIES AND RESPONSIBILITIES:

• Assists the Deputy Superintendent of Schools with coordinating and obtaining information for school system employees, students, parents, and other governmental agency staff to resolve questions and concerns
• Assists the Deputy Superintendent of Schools with all functions of the p[osition such as budget, correspondence, purchasing, contracts, work orders, and Board of Education communication, including system leadership, parents, students, and the community
• Ensures that the appropriate SMCPS staff members are aware of emergency situations that impact the overall operations of the schools and school system
• Collects and assembles data, prepares and distributes agendas, schedules and organizes all official meetings of the Deputy Superintendent 
• Manages the workflow of the office on a daily basis
• Receives and independently screens all written and telephone communications to the Deputy Superintendent, routes requests and inquiries to the appropriate destination for a timely response 
• Assists with organizing and delivering training provided to various departments and divisions, which can include organizing professional development and obtaining speakers and desired training
• Works with appropriate staff to schedule meetings and to ensure timelines are met and appropriate meetings are scheduled 
• Keeps the Deputy Superintendent of Schools advised of any concerns or emergencies reported to the office 
• Schedules appointments and maintains the calendar for the Deputy Superintendent of Schools
• Composes letters, emails, instructions, or other such transmittals for the Deputy Superintendent of Schools. 
• Conveys all such messages, instructions, procedures, and confidential materials while acting with tact and discretion 
• Develops and maintains knowledge of the negotiated agreements with the school system
• Develops and maintains knowledge of an extensive body of rules, procedures, and policies which govern the school system
• Develops and maintains knowledge of emergency response protocol for school system emergencies
• Demonstrates a thorough working knowledge of office equipment, and technology , including demonstrated intermediate knowledge of Microsoft Excel, Word, PowerPoint, and Google Applications 
• Proofreads all written materials for accuracy, consistency, and correct English usage
• Develops deadlines to ensure that work is completed on time 
• Plans, schedules, and coordinates regular meetings to provide training, including new office secretary orientation and support in the Superintendent’s office
• Greets visitors and escorts, as necessary 
• Transcribes correspondence and takes minutes of meetings and conferences at the request of the Deputy Superintendent of Schools 
• Provides guidance and assistance, as necessary, to educational support professionals within the Division of Instruction, keeping them informed of procedural changes within the system and the office 
• Answers and screens phone calls, if appropriate; deals with matters at hand, refers to other staff or briefs the Deputy Superintendent of Schools for their response 
• Makes arrangements for travel, appointments, and conferences (room reservations, transportation, meeting accommodations, etc.) and assembles materials in preparation for appointments and conferences 
• Handles requests for obtaining information concerning the school system 
• Maintains sensitive and confidential records and prepares reports from such records 
• Maintains a filing system representative of the Deputy Superintendent of School’s office 
• Maintains a tracking record of all communications via telephone and mail log 
• Enters agenda items into Board docs for the division 
• Coordinates with other support professionals to complete assigned tasks  
• Maintains bookkeeping systems for various budget accounts
• Serves as backup/support to various departments and divisions when a vacant support professional position exists or when regular staff are out of the office for extended periods of time 
• Performs other related and non-related job duties as assigned 

QUALIFICATIONS: 

Required: 

• High School Diploma or GED 
• Four (4) years of experience as an administrative secretary 
• Passing score on a proficiency exam conducted by SMCPS (applicants must establish proficiency prior to accepting employment) 
• Pursuant to the Federal Fair Credit Reporting Act and the Maryland Department of Labor and Licensing, a credit report or credit history for purpose of consideration of employment with St. Mary’s County Public Schools will be required in this fiduciary position 

Preferred: 

• Business school or training in secretarial work
• Experience as a school-based secretary 

TERM OF EMPLOYMENT:

Full-time twelve-month position. 

SALARY GRADE RANGE: The salary for this position will be based on EASMC-ESP salary schedule for twelve-month seven-hour employees – Range 30

BARGAINING UNIT ELIGIBILITY: EASMC-ESP

(*This position may be considered confidential when involved in direct negotiations with employee associations.)

Updated 09.2024

The Board of Education reserves the right to reject any or all applicants, re-advertise and/or withdraw the positions.

The St. Mary’s County Public School System does not discriminate on the basis of race, color, gender, age, national origin, marital status or sexual orientation, religion, or disability in matters affecting employment or providing access to programs.