Management Assistant II

Anne Arundel County, MD Annapolis , MD 21401

Posted 3 weeks ago

Position Description Benefits Supplemental Questions

This posting will be used to fill a full-time, permanent position.

This is advanced level professional administrative work in the Department of Public Works, Bureau of Utility Operations, Water Operations Division.


This position is responsible for budget preparation and monitoring, contract procurement and oversight, supervising clerical support, managing projects, and short and long term planning. Contacts include primarily managers and employees both within and outside the department/agency to which an employee is assigned for the purpose of resolving administrative problems, providing recommendations and agreeing on courses of action. These contacts are generally of a cooperative nature requiring collaboration of effort.

Examples of Duties and Knowledge, Skills and Abilities:(Note: The duties and responsibilities enumerated in this class specification are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all of the essential functions of all positions in the class).

Manages and coordinates the daily operations of the office within Water Operations by coordinating routine, special and other activities and tasks.'

Monitors and controls all purchasing for the business units within Water Operations using Enterprise One the automated financial management system Oversight of purchasing records.

Projects monthly and annual spending levels for budget.

Develops Request for Quotes (RFQ's), obtains quotes and handles all other aspects of the procurement process. Coordinates with Purchasing the procurement of contracts, services, materials, etc.

Manages contracts (projects) that are obtained through the procurement process, such as the lead and copper sampling project, smaller water related capital projects, and emergency management and recovery projects.

Prepares and coordinates budget preparation for the business units within Water Operations. Produces budget documents. Serves as a liaison with other offices involved in the budget process.

Creates routine reports using EXCEL and Access. Performs the necessary research for the preparation of special reports. Monitors and analyzes report information.

Plans, schedules, directs and monitors work assignments of employees. Evaluates the performance of employees. Provides coaching and counseling as needed.

Provides technical and administrative assistance to other managers. Performs internal audits of administrative work to ensure compliance with standards and goals.

Administers and prepares the annual budget under the direction of the Utility Administrator by compiling data for inclusion and writing narrative.

Maintains liaison with the Office of Personnel in order to administer personnel matters including: recruitment/selection, classification studies, grievances, training opportunities, position management, promotions, disciplinary actions, affirmative action, reductions-in-force, reorganizations, performance awards, benefits issues, etc.

Conducts research studies and prepares reports requiring the compilation and analysis of data, providing recommendations concerning same.

Advises work unit on administrative policy matters.

Develops, initiates and implements new policies, procedures, and forms for work unit.

Serves as staff liaison with agencies in the County Government, other government agencies, private groups and community organizations.

Establishes work priorities and coordinates activities of other administrative personnel to meet work deadlines and ensure timely provision of administrative support to department/agency personnel.

Implements fiscal measures to control expenditures, reviews and authorizes the processing of purchase requisitions.

Develops, coordinates and monitors contracts for the department/agency to which assigned, including writing requests for proposals and related correspondence, designing departmental forms, and serving as contact person for the administration of contracts; and authorizing contract payments.

Reviews incoming correspondence and prepares appropriate replies to a variety of inquiries; receives, investigates and resolves complaints as necessary.

Organizes and maintains personnel, statistical, inventory, purchasing and other important records.

May supervise a staff of administrative or office support personnel.

Performs related duties as required.


Proficient in the use of MS Office Suite (Word, Excel, PowerPoint).

Proficient in the use of fixed asset management systems.

Proficient in the use of automated financial management systems such as Enterprise One.

Proficient in the use of automated payroll systems such as ADP.

Thorough knowledge of the principles and practices of public administration.

Thorough knowledge of organization and office management.

Thorough knowledge of the department's organization and functions and the relationships with other county offices.

Considerable knowledge of the methods and techniques of budget preparation and of methods of expense control.

Ability to assume responsibility for a variety of special project assignments and to perform them independently.

Ability to develop administrative and office procedures.

Ability to evaluate procedures and to recommend changes.

Ability to establish and maintain effective working relationships with others.

Ability to communicate effectively, orally and in writing.

Ability to supervise personnel.

Minimum Qualifications:
Graduation from an accredited four-year college or university with major course work in public or business administration or a related field; and two (2) or more years advanced professional level office management experience to include budget, financial management, project management, supervision, procurement and/or contract administration.

Supplemental Qualifications:
Preference will be given to candidates with the following:
1.) Intermediate or better skills in MS Office Suite (Word, Excel, PowerPoint).
2.) Proficiency in using automated financial management systems such as Enterprise One or a related automated financial systems.
3.) Proficiency using automated payroll systems such as ADP or a related automated payroll system.
4.) Proficiency in using automated fixed asset (inventory) management systems such as Enterprise One or a related system.

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Management Assistant II

Anne Arundel County, MD