Secretary To Executive Directors

Terms of Employment: 12 MONTHS
Exemption Status: NON-EXEMPT
AFSCME Scale: UA, GRADE 11-12
Salary Scales FY 2026 - Charles County Public Schools

Annual Compensation: $46,513 - $82,605, based on years of experience

EDUCATION AND WORK EXPERIENCE
•    High School Diploma or GED required; Certified Administrative Professionals certificate preferred.
•    Minimum of five years of secretarial experience with a minimum of three years at the administrative level.
•    Proficient in Microsoft Office Suite (Word, Excel, Outlook, Access, PowerPoint, Publisher); demonstrated experience with FileMaker Pro, Adobe Acrobat, and Oracle Cloud Application.

QUALIFICATIONS
•    Excellent written and verbal communication skills; able to compose, edit, and interpret documents effectively.
•    Effective organizational and time management skills; able to prioritize and complete tasks efficiently.
•    Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
•    Professional demeanor with strong interpersonal skills; customer service-oriented; able to manage difficult or emotional situations with empathy and professionalism.
•    Ability to work independently and collaboratively in a fast-paced environment; effective problem-solving skills.
•    Flexible and adaptable to changing priorities and schedules.
•    Skilled in managing multiple priorities, meeting deadlines, and following through on commitments.
•    Flexible and adaptable to changing schedules and work demands.
•    Upholds ethical standards and school system values.

ESSENTIAL JOB FUNCTIONS
•    Screen and respond to incoming calls and visitors.
•    Receive, record, and disseminate for resolution parent concerns/complaints.
•    Coordinate student recognition. 
•    Manage multiple executive calendars and schedule appointments independently.
•    Compose correspondence, routine letters, and reports.
•    Maintain accurate office records, including attendance, leave, and filing systems.
•    Review outgoing correspondence for accuracy and policy compliance.

KEY DUTIES AND RESPONSIBILITIES
•    Provide administrative support to three Executive Directors of Schools and collaborate with the Chief of Schools in their absence.
•    Draft professional correspondence, including memos, letters, and appeal documents (e.g., school change requests, suspension appeals).
•    Receive, review, and process field trip requests for the Executive Director of the School’s approval; manage the School Calendar Database and generate weekly reports.
•    Oversee material distribution requests from external organizations; generate decision letters and maintain the approvals folder for school access.
•    Organize monthly Board student recognitions and state award recognitions; coordinate with County Commissioners’ office as needed.
•    Assist, as requested, with securing observation training for new school administrators. 
•    Serve as a liaison between the Executive Directors of Schools, principals, and school secretaries, ensuring timely and effective communication.
•    Handle sensitive parent/guardian concerns with professionalism and empathy; manage and update the Parent Concern Call Tracker Database.
•    Schedule and organize meetings using Microsoft Outlook; prepare and distribute meeting materials.
•    Support planning and execution of high school graduation ceremonies.
•    Process vendor requests, consultant agreements, and requisitions/purchase orders.
•    Maintain confidentiality regarding personnel, parent concerns, and school operations.
•    Perform general office duties including screening calls, maintaining records, and processing mail.
•    Update the beginning-of-year school forms, mentor/mentee lists, new administrator lists, and telephone listings.

ENVIRONMENTAL FACTORS & PHYSICAL REQUIREMENTS
The environmental factors and/or physical requirements of this position include the following: While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-50 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to sit, reach with hands and arms, talk and hear.

Charles County Public Schools reserves the right to re-advertise and modify the content of vacancy announcements at any time; however, this may be the only notice for this position during the noted advertisement period.

The Charles County public school system does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, gender