Office Administrator - Office Of Budget And Finance

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

A vacancy exists in the Office of Budget and Finance, Retirement Division.

A list of eligible applicants will be established based on the examination as outlined below.

Current and future vacancies occurring in any Office or Department of Baltimore County General Government 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 experiences 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 County departments or assists management by providing direct administrative support in areas such as personnel and budget administration, purchasing, and other office functions.

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

• 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. Completes Personnel Requisition Forms, entry, change, and termination tickets, and tracks and documents leave usage, including family and medical leave.

• 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.

• 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.

• 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.

• 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

Required 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.)

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.

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.

Proof of Degree Equivalency

Applicants who have obtained a degree from outside the United States of America are required to submit degree equivalence documentation from World Education Services, Inc. (www.WES.org)

Mail or deliver documents to:

ATTN: Office Administrator - Budget and Finance

Office of Human Resources

Baltimore County Government

308 Allegheny Ave.

Towson, MD 21204

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

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

Physical and Environmental Conditions

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

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

Employment Background Investigation

Applicants selected for an appointment to a position in Baltimore County must successfully complete an employment background investigation, including, but not limited to a criminal background, education, and fingerprint check.