Administrative Assistant I

About the Role

Provides confidential secretarial and administrative support to an Officer or Senior Level Director with system-wide responsibility. Manages the clerical and administrative support activities for the senior executive's office, functioning as an extension of the administrator to relieve them of clerical and administrative details. Requires considerable discretion and independent judgement in handling highly complex and confidential matters. Assists one or more persons in the department, applying knowledge of the substantive work of the department, its objectives, and lines of communication. May perform office management duties, including assigning, reviewing, and coordinating work of clerical personnel.

Responsibilities

• Directs the administrative activities for the assigned office.
• Interprets administrative decisions and policies, transmitting orders and instructions with the authority of the supervisor.
• Works collaboratively with senior staff regarding completion of assignments from the Officer or Director.
• Manages the schedule of the Officer or Director and ensures their preparation for meetings and events.
• Assists in developing and monitoring departmental budgets.
• Screens and handles requests and inquiries as deemed appropriate.
• Processes sensitive and confidential information.
• Receives and directs inquiries to appropriate staff.
• Examines, recommends, and implements policies and procedures.
• Represents the Officer or Director at meetings, presenting and discussing administrative matters as directed.
• Monitors program activities to ensure compliance with Federal, State, and City affirmative action requirements.
• Composes and drafts correspondence, researches, and prepares reports.
• Prepares and formats presentations and related materials.
• Drafts and/or prepares manuscripts, statements, tables, forms, and other documents from corrected copy, rough draft, or instructions.
• Monitors the status/action of CEO cabinet delegated assignments and/or tasks.
• Develops and oversees the maintenance of administrative manuals, guides, and filing systems.
• Orders necessary equipment and materials and monitors annual purchases for control of supply costs.
• Demonstrates interpersonal skills that ensure effective team building and understanding of the team process.

Requirements

• Bachelor’s degree required.
• One year of experience providing administrative support to a department head or manager. Additional administrative support experience may be substituted on a year-for-year basis for the education requirement.
• Knowledge of the principles and practices of administrative analysis.
• Knowledge of office practices and protocol.
• Knowledge of principles and procedures of office management and supervision.
• Knowledge of standard record maintenance procedures.
• Excellent oral and written communication skills.
• Proficient skill in the use of technical computer applications, including electronic databases, case management systems, and Microsoft Office (Excel and PowerPoint).
• Skills in planning and coordinating administrative and/or clerical functions.
• Skills in setting work priorities and assigning work.
• Skills in expressing ideas and abstract thoughts clearly in both written and oral form.
• Ability to conduct administrative and organizational studies and make recommendations for improvements.
• Ability to collect, compile, and analyze data, assemble information, and prepare reports.
• Ability to interpret the administrative policies and procedures of the Baltimore City Public School System (BCPSS).
• Ability to develop and maintain strong working relationships with school system employees, managers at all levels, government agencies, and community stakeholders.
• Ability to multi-task, prioritize changing assignments, and organize a busy workload to meet deadlines while working well under pressure and exercising excellent attention to detail.

Pay

Salary range: $67,785 – $103,569. Hiring range for this position: $67,785 – $84,134.

Schedule

Full time.

Benefits

This position is eligible for benefits. For more information, visit Baltimore City Public Schools benefits page.