Administrative Secretary I, Maintenance

About the role

Performs responsible administrative secretary functions in support of an office or school. Processes a variety of transactions, forms, and documents associated with office operations. Performs office budgetary, payroll, purchasing, and related administrative activities. Performs other duties as assigned.

Responsibilities

• 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 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.
• 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.
• Maintains office correspondence controls such as tickler files. Tracks and follows up on assigned responses, due dates, reviews, and signatures.
• Purchases office and instructional supplies and equipment. Arranges for the service and repair of facilities and equipment.
• Performs other duties as assigned.

Qualifications

Education, Training and Experience:

• Possession of a high school diploma or appropriate equivalent.
• Four years of secretarial experience.

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.
• 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 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 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.

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.

Pay

Grade 03/ESPBC (12-Month), $24.35 to $40.74 (Hourly Base Pay Scale for Non-Exempt Office Professionals, Clerical, and Classified 2026-2027 Effective July 1, 2026). This position is non-exempt under FLSA. Eligible for the Maryland State Retirement System. May also be eligible for comp time as per the ESPBC Master Agreement.

Benefits

• 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.
• All new hires attend a benefits meeting upon hire.