Office Secretary, Pupil Personnel Services Residency

About the role

The Pupil Personnel Worker/Residency Liaison is supported by a comprehensive secretarial and clerical team. The role involves performing a full range of skilled word processing functions, creating and maintaining various systems, filing systems, and preparing and processing office documents.

Responsibilities

• Performs a full range of skilled word processing functions.
• Creates, develops, formats, and prepares correspondence, memoranda, reports, announcements, and forms.
• Creates and maintains filing systems, appeals databases, special enrollments databases, and third party billing data in support of the Residency Liaison.
• Receives and processes special permission transfer forms/applications and hardship applications.
• Processes informal kinship and child of employee applications.
• Responds to MSDE State report for kinship and general public’s questions regarding residency and special enrollment.
• Affords assistance and information to callers, requiring a detailed knowledge of office programs, services, and procedures.
• Answers telephone calls.
• Provides assistance and information to callers, which requires a detailed knowledge of office programs, services, and procedures.
• Attends meetings and takes notes.
• Arranges and coordinates appointments, conferences, and schedules.
• Reserves meeting rooms.
• Arranges for equipment, supplies, and refreshments needed.
• Receives, distributes, and files documents.
• Reviews and processes documents pertaining to office functions.
• Checks documents for completeness, accuracy, and compliance with established policy and procedural requirements.
• Receives, opens, analyzes, sorts, and distributes incoming inter-office and U.S. mail.
• Maintains office correspondence controls such as tickler files.
• Follows up on assigned responses, due dates, reviews, and signatures.
• Monitors expenditures.
• Purchases office and instructional supplies, materials, and equipment.
• Maintains an inventory of office and instructional supplies and equipment.
• Arranges for the service and repair of facilities and equipment.
• Assists with ensuring accuracy of student attendance records including entering daily and period attendance for all daily substitutes.
• Maintains attendance related notes for the purpose of providing reliable documentation of recorded attendance information in compliance with district policies.
• Retrieves data and compiles information from manual and automated files for the preparation of routine reports and correspondence regarding student attendance.

Qualifications

• Education, Training And Experience: Possession of a high school diploma or appropriate equivalent. Three 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 Microsoft Office 365 including OneDrive, Microsoft Forms, Microsoft Teams; Knowledge of SIS; Knowledge of automated office systems; Demonstrated skill in typing 40 words per minute; Skill in creating and performing word processing functions; Skill in creating, setting up and maintaining excel databases, spreadsheets, and logs; Skill in creating, setting up and maintaining filing systems; Skill in creating, gathering, and compiling information for statistical reports; Skill in creating and processing financial documents and transactions; Skill in creating and 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; Ability to be a critical thinker.

Benefits

• Eligible for the Maryland State Retirement System.
• Comprehensive benefits program including options for 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, and flexible leave options such as FMLA, sick bank, and board approved leaves.