Administrative Assistant II

17 hours ago

Baltimore, Maryland, United States Baltimore City Public School System Full time
Job Summary

We are seeking a highly skilled and experienced Administrative Assistant II to provide confidential administrative support to the Board Executive Officer and manage the clerical and administrative support activities for this senior executive's office.

Key Responsibilities
  • Direct and coordinate the administrative activities for the assigned office, ensuring the efficient and effective execution of tasks and projects.
  • Interpret and transmit administrative decisions and policies, exercising discretion and independent judgment in handling complex and confidential matters.
  • Manage the schedule of the Board Executive Officer, ensuring their preparation for meetings and events, and coordinating travel arrangements as needed.
  • Assist in developing and monitoring departmental budgets, ensuring compliance with financial policies and procedures.
  • Screen and handle requests and inquiries, processing sensitive and confidential information with discretion and professionalism.
  • Examine, recommend, and implement policies and procedures, ensuring alignment with organizational goals and objectives.
  • Represent the Board Executive Officer at administrative meetings, presenting and discussing administrative matters as directed.
  • Monitor program activities to ensure compliance with Federal, State, and City affirmative action requirements.
  • Compose and draft correspondence, research and prepare reports, and prepare presentations and related materials.
  • Draft and/or prepare manuscripts, statements, tables, forms, and other documents from corrected copy, rough draft, or instructions.
  • Monitor the status/action of CEO cabinet delegated assignments and/or tasks, ensuring timely completion and follow-up.
  • Develop and oversee the maintenance of administrative protocols, guides, and filing systems for the Board Office.
  • Order necessary equipment and materials, monitoring annual purchases for control of supply costs.
  • Demonstrate interpersonal skills that ensure effective teamwork and collaboration with associates, officials, and employees.
  • Manage schedule and calendar invites for Board of School Commissioners meetings, ensuring timely and accurate coordination.
  • Arrange travel for the Board Office, ensuring compliance with organizational policies and procedures.
  • Perform and promote all activities in compliance with equal employment and nondiscrimination policies, following federal laws, state laws, school board policies, and professional standards.
Requirements
  • Bachelor's degree or equivalent relevant professional experience, with degree from an accredited college or institution.
  • Two years of experience providing administrative support to a department head or senior manager, with additional experience substitutable on a year-for-year basis for the education requirement.
  • Knowledge of the principles and practices of administrative analysis, office practices and protocol, and principles and procedures of office management and supervision.
  • Excellent oral and written communication skills, with proficiency in the use of technical computer applications, including Microsoft Word, Excel, PowerPoint, and Outlook or similar package.
  • Ability to pass a Typing Assessment, Microsoft Word, PowerPoint, and Excel exam.
  • Skill in planning and coordinating administrative and/or clerical functions, setting work priorities, and assigning work.
  • Ability to conduct administrative and organizational studies, make recommendations for improvements, collect, compile, analyze data, assemble information, and prepare reports.
  • Ability to interpret administrative policies and procedures, establish and maintain effective working relationships with associates, officials, and employees, and prioritize, plan, and execute multiple, complicated, and continuing assignments in a timely manner.
Benefits

This position is eligible for benefits, including health, dental, and vision insurance, retirement plan, and paid time off. To review the available options, please see the information relevant to the union for this position by viewing the following link: https://www.baltimorecitypublicschools.org/hr/benefits

Baltimore City Public Schools does not discriminate on the basis of race, color, ancestry, or national origin, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, veteran status, genetic information, or age in its employment, programs, and activities and provides equal access to the Boy Scouts of America and other designated youth groups. For inquiries regarding the nondiscrimination policies, please contact the Equal Opportunity Manager, Title IX Coordinator, Equal Employment Opportunity and Title IX Compliance Office, 200 E. North Avenue, Room 208, Baltimore, MD 21202; phone: 410-396-8542; fax: 410-396-8543.

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