The Administrative Secretary IV performs highly responsible executive secretarial work of an administrative nature for the Division Chief.  This position is responsible for the day-to-day operation of the Division Chief.  The work will require broad knowledge of the day-to-day operation of an executive level office, frequent contacts with top level officials and handling of a wide variety of administrative matters with a view toward conserving the time of the Chief.  Considerable independent judgment and tact are required in handling the many and diverse problems that occur and issues that are referred to the Chief’s office.  The incumbent is often called upon to render decisions based on BOE policy and acts upon matters requiring extreme confidentiality.  Improper action might have serious public relations implications or impair the operations of the Division Chief.  The work is partially reviewed upon completion, but frequently it is impractical to review all the data compiled, letters composed, or the records and reports prepared.  Supervision is exercised over a clerical staff.  General supervision is received from the Division Chief and periodically from the Chief of Staff.  

Monitoring and directing the mail received in the Division Chief’s office; 

Oversees use of the document management process, including the receipt of incoming correspondence, reports, and other written material, seeing that it is appropriately  disseminated/delegated for review, response, or other appropriate action;

Meeting/greeting government officials, business groups, community groups, PGCPS and other customers seeking assistance, with tact and diplomacy;

Composing correspondence for the Division Chief and notifying him/her of correspondence requiring immediate attention;

Coordinating efforts in preparation for Board meetings and Personnel Committee meetings; preparing documents, reports and information relevant to the Division for review of the Division Chief, prior to submission to the Superintendent of Schools;

Answering questions from the public and school employees regarding Board Action;

Receiving telephone and personal callers, and screening those which, in his/her judgment, can be handled by other offices, and tactfully and appropriately refers them;

Personally handling many inquiries, including substantive questions requiring research or technical knowledge;

Maintaining the calendar of the Division Chief and scheduling certain appointments and conferences without prior clearance;

Making necessary arrangements for conferences, including space, time, people, and assembles background material for such;

Preparing replies to general requests for the signature of the Division Chief;

Maintaining control of personnel files for Executive level employees;

Following-up on work in process to insure timely reply or action;

Reading outgoing correspondence for procedural and grammatical accuracy, and consults with superiors on matters regarding conformance with policy, factual correctness and adequacy of treatment; and

Oversee clerical staff in the office of the Division Chief.

 

Ability to Collaborate – Proactively works in partnership with others to achieve a common goal or necessary objective; builds rapport and cooperative relationships with others;

Deliver Effective Customer Service – Makes customers and their needs a primary focus.  Takes appropriate immediate action to meet customer needs and concerns.  Takes personal responsibility to resolve the issue(s);

Work Effectively As a Team Member – Actively participates as a member of a team to move the team toward the completion of goals.  Informs and involves others by sharing important relevant information with the stakeholders.  Places higher priority on team or organizational goals than on own goals;

Effective Communication – Effectively conveys reliable accurate information so that the recipient clearly understands its intent.  Uses appropriate written, verbal, or electronic communication format to disseminate information;

Able to Maintain Confidentiality – Makes effective business decisions regarding with whom to discuss sensitive and confidential information.  Respects the privacy of others, and maintains the confidentiality of information to which exposed;

Must speak, write, and read English fluently and be able to interact positively with all levels of staff and a broad base of customers, ranging from students and parents to executives, politicians, and community leaders;

Must be able to multi-task and quickly analyze issues, shift priorities, and cope with ambiguity in a fast paced environment;

Must have a high level of proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook, etc.) and be skilled in using the internet for work related research;  

Knowledge of Visio and Adobe Acrobat preferred;

Ability to pass pre-employment test;

This is a highly analytical position, so it requires demonstrated experience in analyzing numbers, working quickly and accurately;

Must have a minimum of 10+ years of administrative or secretarial experience, preferably in a    professional environment providing lead administrative support to an executive; and

Can be demanding due to pace and volume of work, the need to assist difficult customers, and managing change; periodically required to work long hours.

 

Associates Degree Preferred; High School Graduate required.  Degrees must be from an accredited college or university.



None Required.



No direct supervisory responsibilities.



The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, sit, and use fingers, tools or controls. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, the ability to adjust focus, and depth perception. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs.




The work environment characteristics are representative of those an employee encounters while performing the essential functions of the job.




None.