Administrative Aide - Fire And Rescue Services - Occupational Safety And Health

Howard County

Conveniently located in the heart of central Maryland between Baltimore and Washington, Howard County offers the charm of a historic past mixed with the excitement of a cosmopolitan community.

Howard County Government

Howard County Government is a leader in innovation, sustainability, and consistently ranked as one of the best places to live and work in the country. In 2023, Howard County Government received a record-breaking 51 Achievement Awards from the National Association of Counties (NACo) - the most in the state of Maryland.

NACo is the leading organization representing county-level government operations. These awards recognize innovative and transformative programs that provide new services for county residents, improve existing programs, upgrade working conditions, and enhance citizen participation and public policymaking.

What are we looking for?

We are looking for outstanding individuals to join our team and contribute to excellence in Howard County operations.

What you'll like most about working at Howard County Government:

• We are committed to workplace excellence in every area of County government.

• We have a highly talented, diverse, and inclusive workplace.  Your input will not only be heard, but it will be encouraged!  

• We offer competitive compensation and great benefits including medical, retirement, and wellness programs.

• As a member of the Howard County Government team, you'll be helping drive our culture and directly impact what makes us an amazing place to work.

POSITION SUMMARY:

Performs advanced technical level administrative support work for the Assistant Chief and staff of BOSH (Bureau of Occupational Safety & Health). Work typically involves administrative support work, technical tasks, and advanced secretarial responsibilities for an executive level fire officer. Data processing, accounting, financial record keeping, maintaining calendars, and scheduling appointments are applied to the daily functions of this position.

This position serves in a confidential capacity within the definition of Howard County labor relations law and is ineligible for membership in a collective bargaining unit. 

SALARY HIRING RANGE:

$23.74 - $28.41

$49,388 - $59,099

CLASS DESCRIPTION:

Performs advanced technical level administrative support work, which may include supervisory responsibility, under general supervision from an administrative or technical superior. Work typically involves administrative support, technical tasks and secretarial work assisting legal staff or an executive level government official.

Applies bookkeeping, accounting and data processing principles to accounting and financial record keeping and reporting systems at the advanced technical level. Work at this level may also include independent responsibility for a significant administrative or clerical process. 

Include the following. Other related duties may be assigned.

Review and prioritize department mail.

Coordinate with other department administrative staff to share pertinent information and policy related to the bureau and day-to-day operations of all bureaus, as it relates to Safety, Health, and Wellness.

Keep track of important dates, delegated tasks and time frame for completion.

Facilitate the day-to-day operations of the Assistant Chief, Bureau of Occupational Safety and Health, to include the Chief's calendar activities, and liaison with the bureau's Battalion Chief, Captain, Lieutenant, and Risk Management Analyst and Programs Manager, and Executive Assistant to the Fire Chief.

Maintains all bureau calendars, appointments, and meetings as needed.

Schedule and assist in the preparation of conferences and meetings of committees, administrative staff and other groups.

Notify participants, attend meetings, provide information and supplies and prepare minutes.

Make all travel arrangements, registration, official leave etc., for BOSH personnel.

Handle and direct telephone calls. It is important to listen, transfer to appropriate individual, handle inquiries, relate pertinent information to caller and make inquiries if information is not known and respond in a timely manner.

Assist with research, compiling information resources, and preparing written briefings, speeches, correspondence, and presentations. May include assisting with the presentation of materials to internal or external groups.

Assist with program administration of assigned projects and programs, including event planning, communicating with internal and external affiliates, scheduling, providing quality assurance, and troubleshooting systems and events.

Assists in the development of project and program operating budgets, grant applications, and policies associated with project and program financial management. Additionally, manages all SAP/PDQ functions for the bureau.

Suggest cost effective strategies for budget and assists in the preparation of the bureau annual operating budget. Monitors and tracks expenditures against approved budget, monthly reconciliation of budget.

Draft and edit correspondence, publishing materials for all BOSH staff. Responsible for preparing letters.

Maintenance of all purchasing, budget, payroll and leave records for BOSH.

Respond to Risk Management in a timely manner regarding any requests.

Send out appropriate cards to personnel for injuries, surgeries, etc.

Assist the bureau with filing, tracking and scheduling any physicals, medical referrals, follow-up appointments etc.

Organization and maintenance of BOSH's filing system per regulatory requirements.

Manages the Record Retention program, and all electronic/paper filing needs.

Procures and maintains office and other supplies for bureau as needed for the bureau.

Implementation functions, such as completion of action items, establishing workflow.

Learns, utilizes, and provides guidance to others concerning technical and data systems related to assigned projects and programs.

Maintains confidentiality, where appropriate, concerning health, employment, and employee performance records.

Authoring, preparation, and provision of feedback during development phases of policies, procedures, memorandums, and other official documents.

Interacting with external stakeholders, such as external agencies, County departments, County agencies, and the general public, to include resolution of citizen complaints and other public relation issues.

Maintaining an awareness for and ensures communication of significant issues that may impact assigned areas of function and the larger organization. Directly resolves the matter or provides recommendations for resolution by others.

Directly aids the BOSH Staff with administrative aspects of project management to include timelines, communication, distribution, budget, procurement, liaison with vendors, scheduling and follow. Associates' degree and two (2) years of experience or an equivalent combination of education and experience.

PREFERRED EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES:

Proficiency in MS Word, Excel, PowerPoint, and Access software and ability to work within

standard database programs.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands 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.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to stand and reach with hands and arms.

The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and peripheral vision.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

LANGUAGE SKILLS, MATHEMATICAL SKILLS, AND REASONING ABILITY:

Ability to read and interpret documents such as safety rules, operating and maintenance

instructions, and procedure manuals.

Ability to write routine reports and correspondence.

Ability to speak effectively before groups of customers or employees of organization.

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.

Ability to solve practical problems and deal with a variety of concrete variables in situations

where only limited standardization exists.

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.