Secretary II: Administrative Career Counseling

Job Description

Title Code:

Secretary II: Administrative Career Counseling

JOB SUMMARY
Provides administrative and office support for the Blueprint Career Counseling program, supporting the Career Counseling Manager or Facilitators, and professional staff by taking responsible follow-up action needed to complete work assignments. Provides accounting support for the Blueprint Career Counseling budget reconciliations and grant management, including, but not limited to, processing budget paperwork; composing and typing correspondence and related transmittal documents; collaborating with Budget Offices; and establishing and maintaining detailed office records for Federal, State, and local audits and reporting. Serves as a point of contact for communications related to Blueprint Career Counseling programs, coordinating meetings, managing calendars, processing procurement activities, and supporting program logistics to ensure effective program operations.

ESSENTIAL DUTIES/RESPONSIBILITIES

• Serves as the administrative secretary for the Blueprint Career Counseling program, providing direct support to the Career Counseling Manager and Facilitators with budgets, programs, and activities.
  
• Manages communications and correspondence for the Blueprint Career Counseling Office, serving as a point of contact for internal and external inquiries, screening incoming mail and correspondence, and independently handling routine matters.
  
• Maintains calendars and schedules appointments for the Blueprint Career Counseling Manager and Facilitators, arranging meetings, coordinating travel, and preparing necessary materials and background documents.
  
• Prepares and manages budgets and financial records for the Blueprint Career Counseling program, including maintaining and reconciling spreadsheets and databases for department, office, CCR, and Blueprint budgets.
  
• Processes purchasing and procurement activities for the Blueprint Career Counseling program, including creating purchase orders, entering price agreements and requisitions, purchasing instructional materials, and managing inventory of office and instructional supplies.
  
• Organizes and coordinates Blueprint program logistics, including arranging field trips with complete and accurate paperwork, coordinating meeting spaces and schedules, and assigning funding to requests as appropriate.
  
• Provides meeting support for Blueprint Career Counseling activities, including preparing agendas, taking minutes, setting up and cleaning up meeting spaces, and distributing materials.
  
• Prepares written communications and documents for the Blueprint Career Counseling program, including letters, memoranda, summaries, instructions, notices, reports, and program activity summaries.
  
• Supports administrative paperwork for Blueprint Career Counseling staff, including processing payroll, travel reimbursements, and organizing electronic files and drives for the Manager and Facilitators.
  
• Conducts research and provides project support related to Blueprint Career Counseling tasks and assists with onboarding and training new staff or interns as needed.
  
• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• High School Diploma or Equivalency Certificate required.
  
• Some College Level Courses in business or secretarial school training preferred.

Experience

• Three (3) years progressive diversified secretarial and/or administrative experience, two (2) years of which were at the Administrative Secretary I level required;
  
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Knowledge, Skills, Abilities and Other Characteristics

• Considerable knowledge of Board of Education organization and operations, policies, and procedures.
  
• Thorough knowledge of modern office practices and procedures, bookkeeping, business English, spelling, and arithmetic.
  
• Ability to exercise initiative and good judgment in the timely execution of delegated administrative responsibilities.
  
• Ability to exercise curtesy, tact and cooperation in dealing with Board of Education personnel, contractors, and/or outside agencies and the general public.
  
• Ability to use school-based computer applications and/or financial information management systems.
  
• Ability to communicate effectively both orally and in written form with colleagues, staff, administrators and the general public.
  
• Ability to operate various office equipment such as calculator, copier, fax, printer, etc.
  
• Ability to maintain confidentiality and security of operating records, files and materials.
  
• Demonstrated ability to effectively work and communicate with diverse populations.
  
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.

Licenses and Certifications
Employee must retain active licenses, certifications, and enrollment as a condition of employment.

• N/A

Driving Requirements

• N/A

LEADERSHIP ROLE

• N/A

PHYSICAL DEMANDS/WORKING CONDITIONS
The physical demands and working conditions described here 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.

Physical Demands

• Standing: under 1/3 of the time
  
• Walking: under 1/3 of the time
  
• Sitting: between 1/3 and 2/3 of the time
  
• Keyboarding: between 1/3 and 2/3 of the time
  
• Talking: between 1/3 and 2/3 of the time
  
• Hearing: between 1/3 and 2/3 of the time
  
• As required by the duties and responsibilities of the position.

Vision
The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

• No special vision requirements

Work Environment
Location

• Office, school or similar indoor environment: over 2/3 of the time

Noise Level

• Moderate:

Weight & Force
Lifting and carrying requirements

• Up to 10 pounds: under 1/3 of the time

Travel Requirements

• N/A

JOB INFORMATION

Approved Date:
2/1/2026

Established Date:
10/1/2025

Title Code:
C04623

Title:
SECRETARY: ADMINISTRATIVE II CAREER COUNSELING

Alternate Title:
Secretary II: Administrative Career Counseling

Reports to Generic:
Manager

Reports to Specific:
MANAGER: ACADEMICS CAREER ADVISING

ORGANIZATION

Division:
Academics

Business Unit:
College & Career Readiness

Department:
Workforce Development

Negotiated Agreement:
Secretaries and Assistants Association of Anne Arundel County (SAAAAC)

HR JOB INFORMATION

Unit:
IV

Days Worked:
260

FLSA Exemption Status:
Non-Exempt

Grade:

SG09

Click HERE to view Terms of Employment, Benefits and Salary Scale. Scroll down to locate (Unit 4 - SAAAAC)

Essential Job:

Months Worked:
12

Hours Worked:
7

Job Family:
Administrative and Office Support

Sub-Function:
Office/Staff Support

VR# 27047

Welcome to ATX Learning

Anne Arundel County Public Schools (AACPS) provides a challenging and rewarding educational experience for every child. We offer a comprehensive system-wide multicultural curriculum from kindergarten through 12th grade. At every level, the focus is on success for every student. Quality instruction, combined with teacher commitment, provides excellence in our instructional programs. Explore career opportunities with a progressive school system dedicated to providing the very best services to our students, our educators, and our community.

Located on the magnificent Chesapeake Bay, Anne Arundel County is conveniently located near the cities of Baltimore and Washington, D.C., and is home to the state capitol, Annapolis, which has a rich historical past. Notable landmarks include the United State Naval Academy, Fort George G. Meade, the National Security Agency, and Baltimore Washington International Airport. The county encompasses urban, suburban, and rural areas, with 432 miles of tidal shoreline. Fine dining, state parks, major cultural attractions, the best in entertainment and professional sports are within easy access to our central location.