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.

NATURE AND VARIETY OF WORK:

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.

KNOWLEDGE, SKILLS, AND ABILITIES

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.


See if you are a match!

See how well your resume matches up to this job - upload your resume now.

Find your dream job anywhere
with the LiveCareer app.
Download the
LiveCareer app and find
your dream job anywhere
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Access Policy & Compliance Systems Engineer II W/ Gatekeeper Vanguard And The Registry
New!

Onyx Point, Inc.

Posted Today

VIEW JOBS 12/13/2018 12:00:00 AM 2019-03-13T00:00 <div><strong><u>REQUIRED SKILLS/ABILITIES:</u></strong> <ul> <li style="padding: 0; margin: 0;" style="padding: 0; margin: 0;"><span style="color:#FF0000;"><strong>TO BE CONSIDERED FOR THIS POSITION YOU <u>MUST</u> HAVE AN ACTIVE OR REINSTATABLE TS/SCI W/ POLYGRAPH SECURITY CLEARANCE (U.S. CITIZENSHIP REQUIRED)</strong> </span></li> </ul> </div> <span style="font-size:14px;">Required Skills:<br /> • Experience with the attribute based access control model used to secure and share data in the ICGC<br /> • Familiarity with tools such as Gatekeeper, Vanguard,  and the Registry <br /> • Understanding of public key infrastructure <br /> • Experience with cloud data ingest including data formatting, transfer, storage, and discovery optimization<br /> • Experience in editing functional descriptions, system specifications, user's manuals, special reports, CONOPS, white papers and other customer deliverables and documents<br /> • Experience gathering, analyzing, and translating technical information into clear, readable documents to be used by technical and non-technical personnel<br /> • Experience preparing and managing complex technical documents, reports, manuals and briefings targeted to a wide range of audiences including senior leadership<br /> • Experience communicating technical content to non-technical personnel<br /> • Demonstrable experience with systems engineering life-cycle process<br /> • Proficient with word processing and presentation software (MS Word/MS PowerPoint)<br /> • Proficient with data analysis tools (MS Excel)<br /> • Experience with risk analysis and risk mitigation<br /> • Experience with requirements generation and traceability<br /> • Demonstrable experience assessing and documenting level of effort for large engineering and program tasks<br /> • Must be comfortable working with senior government and military technical experts and leaders<br /> • Experience working in a dynamic environment with cross-functional internal and external teams<br />  <br /> Description:<br /> ​By now you've likely heard of the IC-GovCloud.  It is a set of services which enable IC data providers to make their data available for discovery and analytic processing by the entire Intelligence Community.   Each data set provided by the IC contains unique data structures and elements which not only enable the provider's mission, but can drive mission value for countless others.  Our Data Solutions Services (DSS) team is responsible for working with data providers across the IC to enable registration, characterization, protection/handling and ingestion of their organization's most critical data.  <br /> DSS Access & Policy and Ingest Engineers are responsible for ensuring that IC data can be consistently marked, tagged, formatted, discovered and protected throughout its lifecycle in the IC-GovCloud.   Members of our energetic team should be well versed in the following: <br /> • Usage of smart data, entitlements, and elements enabling Attribute-Based Access Control<br /> • Data Management systems enabling security controls and accesses (Vanguard, Gatekeeper, Registry, etc.)<br /> • The services which comprise the IC-GovCloud and their capabilities to the community<br /> • Elements of Data Management (protection, discovery, usage)<br /> • Comfortable discussing, working with and inspecting structured and unstructured data to identify and outline features of potential value to the customer's mission<br /> •Support the development and execution of processes to assist the community in their adoption of ICGC and the Data Centric Management Principles<br /> • Support the IC in their needs for transferring, storing, retrieving, advertising and managing data in the cloud<br /> • Enhance the usability of the ICGC provided services<br /> • Enhance the usability of the ICGC provided services<br /> • Engineer and integrate solutions enabling simplified data sharing between IC agencies<br /> • Assist with solution development to include creating/modifying architecture diagrams, creating detailed execution plans, writing white-papers and creating technical briefs<br /> • Create and maintain integrated master schedules<br /> • Document and communicate the impacts of decisions on the mission, architecture and on development.<br /> • Regularly attend meetings (reviews, technical exchanges, brain storming sessions, etc..) on behalf of leadership and will be required to document meeting outcomes and impacts</span><br />   <div> <table border="1" cellpadding="0" cellspacing="0"> <tbody> <tr> <td colspan="2"><span style="font-size:14px;">REQUIRED: Minimum fifteen (15) years experience in technical roles for Government or Industry customer.</span></td> </tr> <tr> <td colspan="2"><span style="font-size:14px;">REQUIRED: Ten (10) years experience as a systems, software, or hardware engineer in programs that encompassed: System architecture development; Performing requirements analysis, management and control; multiple activities with multiple vendors; large systems engineering efforts totaling more than $15M/year, or Management and evaluation of business processes and implementation strategies.</span></td> </tr> <tr> <td colspan="2"><span style="font-size:14px;">REQUIRED: Experience in a broad range of knowledge, including information technology, requirements, architecture development, and functional and systems analysis.</span></td> </tr> <tr> <td colspan="2"><span style="font-size:14px;">REQUIRED: Experience in the following areas: Implementing systems providing knowledge/information sharing capabilities including the following disciplines: System design, Integrating COTS products and technologies into cohesive customer capabilities; System production; System integration; System test; Transition of systems into operations; Web services implementation; Web interfaces; Web portal technologies.</span></td> </tr> <tr> <td colspan="2"><span style="font-size:14px;">REQUIRED: At least three (3) years direct experience with an intelligence community or signals intelligence activity.</span></td> </tr> <tr> <td colspan="2"><span style="font-size:14px;">REQUIRED: Experience in providing technical leadership and direction in supporting the application of sound system engineering concepts.</span></td> </tr> </tbody> </table> </div> Onyx Point, Inc. Annapolis Junction MD

Management Assistant II

Anne Arundel County, MD