Office Administrator

Pay Schedule VI, Grade 23, Regular Schedule: 35 hours per week

A vacancy exists in the Department of Environmental Protection and Sustainability.

This job announcement may close at any time with little or no notice. Applicants are advised to apply promptly. A list of eligible applicants will be established based on the examination as outlined below.

Current and future vacancies occurring within this class may be filled from the list of eligible applicants.

All interested transfer and promotional candidates must apply at this time.

List all promotionsand changes in job duties due to reclassification as separate work experience on your application. Applicants must include the dates of the promotions and reclassifications.

Note: Failure to complete all fields of the "Work Experience" section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for a position. Applicants selected for an interview may provide a resume at that time.

You can attach your transcript(s) or license(s) to your application.

Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered. Proof of licenses, certifications, and/or education must be submitted with each application.

Examples of Duties

Under general supervision, serves as an administrative aide for the Department of Environmental Protection and Sustainability (DEPS) and assists management by providing direct administrative support in areas such as personnel and budget administration, purchasing, and other office functions.

Examples of Essential Duties

• Serves as an administrative aide, gathering and interpreting information relative to issues requiring management action.

• Supports three sections charged with implementing technical watershed planning and monitoring, watershed/stream restoration and water quality improvement projects.

• Answers phones, assists callers by providing basic information and direction, handling complaints and referrals, and taking messages.

• Responds and handles constituent inquiries.

• Transmits policies and instructions to key members of the staff and explains policies to the public and heads of other departments and agencies.

• Plans, organizes, manages, and/or supervises the administrative and clerical support staff. This includes supervising and coverage for Front Desk for DEPS.

• Develops or assists in the development of a limited to moderate size budget.

• Collects budget information and compares figures from previous year to project future cost.

• Processes and approves purchase orders.

• Receives and verifies bills.

• Monitors expenses made against budget accounts.

• Balances and reconciles records.

• Prepares a variety of budgetary and legislative documents.

• Prepares and processes personnel related documents and forms.

• Assists with attendance and payroll through Workday.

• Receives, investigates, and resolves inquiries, requests, and complaints.

• Researches and secures information, both internal and external of the department, to respond to requests and to prepare various reports and correspondence that may be confidential in nature, involve technical subject matter, or require management signature.

• Analyzes records requiring the interpretation and application of guidelines and procedures.

• Maintains calendar for management.

• Makes travel arrangements and secures itineraries.

• Receives, screens, and prioritizes the handling of telephone calls and correspondence.

• Coordinates special ceremonies and functions.

• Schedules meetings, maintains group calendars, and oversight of vehicle, equipment and meeting room sign out.

• Uses automated office systems, such as word processing equipment, or a computer to generate a variety of documents, including memos, letters, reports, lists, tables, and graphs.

• Sets standard format for office documents.

• Develops forms needed to complete office work processes.

• Creates and maintains complex electronic and manual filing systems.

• Proficient use of Microsoft Office programs including Word, Excel and PowerPoint; general and advanced word processing, mail merges and production of publication quality materials; develop and maintain spreadsheets, databases and logs for detailed capital project tracking including grants and funding, project schedules and milestones, and processing through other County Agencies.

• Schedules, attends, and takes notes and minutes for meetings, conferences, and hearings, which may include those of boards and commissions.

• Prepares materials for meetings, takes notes, prepares minutes, and ensures that decisions are transmitted to appropriate persons.

• Follows up on assignments and decisions made at meetings.

• Directs administrative work will include daily personnel support, tracking, purchasing and contract functions (e.g., SharePoint agreements/contracts), and Web content (e.g., preparing documents using Adobe Pro).

• Aides in the organization, process, and tracking through financial systems such as Workday.

• Operates office machinery such as, microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.

Examples of Other Duties

• May take verbatim notes.

• Performs other related duties as required.

(NOTE: The duties and responsibilities listed above are for the purpose of determining a common set of minimum qualifications for all positions in this class. They may not include all of the essential job functions of each position in the class. Each position may not be required to perform all of the essential job functions listed.)

Qualifications

Possession of a high school diploma or an appropriate equivalent;

Plus

three years' typing, word processing, or secretarial experience.

(Additional education may be substituted on a year-for-year basis for the required experience. Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education.)

Knowledge, Skills and Abilities (Entry Level)

• Knowledge of modern office practices and procedures, including filing systems.

• Knowledge of administrative support functions, such as personnel, budget, and purchasing.

• Knowledge of spelling, grammar, and arithmetic.

• Knowledge of word processing, database management, and spreadsheet software packages.

• Skill in use of automated office systems and word processing, database management, and spreadsheet software packages.

• Skill in the operation of office machines as listed in essential duties.

• Skill in performance of mathematical computations.

• Ability to extract and summarize information and to prepare correspondence and reports.

• Ability to interpret, explain, and follow County and departmental rules and regulations.

• Ability to assist in developing budgets and monitoring expenditures.

• Ability to prepare documents relating to personnel, budget, and purchasing.

• Ability to establish and maintain effective working relationships.

• Ability to take verbatim notes.

• Ability to communicate effectively.

• Ability to coordinate, assign, and review the work of others.

• Ability to establish deadlines, schedules, and guidelines for completion of projects.

• Ability to type from plain copy at a rate equivalent to 40 WPM.

Knowledge, Skills and Abilities (Full Performance)

• Knowledge of County and departmental rules, regulations, policies, and procedures.

• Thorough knowledge of word processing, database management, and spreadsheet software packages.

• Skill in supervision or oversight of support functions and staff.

• Skill in resolving administrative problems and complaints.

• Skill in the composition and production of documents related to personnel, budget, and purchasing.

• Skill in extracting and summarizing information, and in preparing correspondence and reports.

• Ability to investigate and resolve inquiries and complaints for an agency.

• Ability to coordinate the administrative support of boards and commissions.

• Ability to effectively transmit management decisions to staff and other interested parties.

• Ability to keep management informed of issues requiring their attention.

Proof of Licenses, Certifications and Education

Applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant's major field of study. Copies and unofficial transcripts are acceptable.

You can attach your transcript(s) or license(s) to your application.

Failure to submit proof of Licenses, Certifications and Education will result in your application not being considered.

Mail or deliver documents to:

ATTN: Office Administrator

Office of Human Resources

Baltimore County Government

308 Allegheny Ave.

Towson, MD 21204

EXAMINATION PROCEDURE

Applicants will be qualified based on an evaluation of their training and experience, as stated on their application, which includes answers to the supplemental questions. Applicants must state the dates and duties of past and present experience clearly and completely for evaluation purposes.

Conditions of Employment

Employees hired after July 1, 2022 are required to participate in the Baltimore County Employees' Retirement System, with very limited exceptions.

Physical and Environmental Conditions

The work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities.

Employment Background Investigation

Applicants selected for employment with Baltimore County must successfully complete an employment background investigation, including, but not limited to criminal background, education, and fingerprinting checks.