Office Support Assistant II (Represented)

Position Description

This posting will be used to fill Full-Time, Permanent, Represented Office Support Assistant II positions in various locations within the Department of Public Works.

This is varied and diversified office support work in providing a full range of general office support tasks. Contacts are with county employees at all levels and with the general public to receive and provide information, respond to complaints and to answer questions.

NATURE AND VARIETY OF WORK

An employee in this class performs a variety of difficult office support tasks in support of the assigned office or program area. This class of work is distinguished from the Office Support Assistant I by the complexity of work and independent judgment required in completing assignments.

The supervisor provides general guidance for new or unusual assignments and recurring assignments are performed independently. The employee follows established procedures and reference manuals containing laws, regulations and procedures to successfully accomplish tasks.

Employees perform work using a variety of office automation equipment and software applications to produce forms, documents, and correspondence in a variety of formats. Work is performed in an office setting and is sedentary in nature.

Work products affect the accuracy and reliability of further processes and services. The work involves meeting deadlines and possessing time sensitive documents. Work includes operation of a computer keyboard and video display terminals. Work performance is reviewed and evaluated by a supervisor.

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.)

Formats and types correspondence, reports, tables, contracts, Request for Proposals, regulations, purchase orders, invoices, and other office documents utilizing a variety of computer systems and software applications.

Reviews, codes, enters, and updates data in manual and/or automated systems in order to maintain current records and initiates corrective actions, as necessary, to assure accuracy and completeness.

Schedules appointments for staff and coordinates calendar commitments for meeting rooms.

Maintains, monitors, and contributes to the modification of filing systems and/or document control procedures.

Tabulates and prepares numerical data, tables, and reports from information found in other sources.

Collects data from existing records and types budget documents, numerical data, financial projections, and income and expenditure reports.

Receives visitors, answers telephones, and supplies information to the general public and other county employees, making referrals as appropriate.

Receives and distributes/routes invoices, bills, requisitions, payment requests, applications, claims, orders, forms and bids for processing.

Receives, reviews, and distributes incoming mail and other materials.

Proofreads documents for accuracy, completeness and adherence to procedural requirements.

Receives and records cash and/or checks and issues receipts.

KNOWLEDGE, SKILLS, AND ABILITIES

Considerable knowledge of modern office practices, procedures, and equipment.

Considerable knowledge of business English, spelling, and arithmetic.

Considerable knowledge of departmental rules, regulations, procedures, and functions.

Ability to establish and maintain effective working relationships with other employees and the public.

Ability to process office forms, claims, bills, requests and applications.

Ability to prepare statements and notices, computing applicable charges on the basis of records and regulations.

Ability to meet time sensitive deadlines and handle confidential records.

Minimum Qualifications

Graduation from high school; and two (2) or more years experience in general office support duties.

NOTE: Longevity pay is available based on years of service.

Supplemental Qualifications

Preference will be given to candidates with the following:

1.Strong customer service skills.

2.Proficiency in the use of the Microsoft Office Suite applications (Access, Excel, Word, PowerPoint, and/or Publisher).

3.Experience developing, managing, and creating reports in MS Access.

4.Experience with ADP automated payroll system or a related automated payroll system for timekeeping/payroll entry.

5.Experience with Enterprise One or a related automated financial system.

6.Experience with office supply inventory and order processing and tracking.

7.Experience with maintenance/management of electronic calendars and emails.

8.Screening customer calls and greeting walk-in customers.

9.Processing and tracking of personnel related correspondence of a confidential nature.

10. Database development and management of data, and report production.

11. Willing and able to work scheduled and unscheduled overtime.

12. Willing and able to work up to twelve (12) hours during severe weather conditions on an as needed basis.

• Medical/Health Insurance Plans

• Open Access Aetna Select HMO-EPO

• Aetna Open Choice PPO

Dental Insurance

• CIGNA Dental PPO (Buy-Up)

• CIGNA Dental PPO (CORE)

• CIGNA Dental HMO (DHMO)

Vision Insurance

• EyeMed

Employee Life Insurance

• Term insurance of $20,000 for employees at no cost.

• Ability to purchase Supplemental & Dependent Life Insurance

Disability Income Insurance

Pension Plan

• Normal retirement after 30 years of service or Age 60 and 10 years of service or election to enroll in the Employees Retirement Savings Plan.

Deferred Compensation Section 457 Plan

Direct Deposit

Credit Union

Holidays

• Twelve days provided per calendar year, thirteen in general election year

Annual Leave

• Less than 5 years

• 13 days

• 5 years to less than 10 years

• 15 days

• 10 years to less than 20 years

• 20 days

20 years or more

• 26 days

• Some positions will receive additional paid annual leave in lieu of holidays and personal leave.

Disability Leave

• Accrual at a rate of 15 days a year

Personal Leave Day, five per calendar year

Leave Sharing

Employee Assistance Program

• Free, confidential counseling for employee and family members 4X per year per problem per family member; also counseling on legal and financial issues; assistance in locating childcare and elder care

Flexible Spending Accounts

• Dependent Care Reimbursement

• Health Care Reimbursement

Voluntary Benefits

• Provides you an opportunity to enroll in any or all of the benefits listed below with the convenience of payroll deduction

• Universal Life Insurance with Long Term Care Rider

• United Legal Benefits
  01

The supplemental questions are a very important first step in our screening process. Therefore, you are required to accurately and completely respond to each question by providing the information asked in each question. Your responses will be used to initially determine your qualifications and eligibility for this position. DO NOT INDICATE "SEE RESUME" OR CUT AND PASTE YOUR RESUME IN RESPONSE TO THE SUPPLEMENTAL QUESTIONS. This response and a lack of detail and explanation in the supplemental questions and in your application may result in failure or disqualification for this position. THIS MEANS YOU MAY BE INELIGIBLE FOR FURTHER CONSIDERATION IN THIS RECRUITMENT PROCESS. Please check "yes" to show that you have read and understand this statement.

• Yes

• No

02

Which of the following have you completed:

• High School

• G.E.D.

• Some college coursework

• Associate's degree

• Bachelor's degree

• None of the above

03

Do you have two (2) or more years experience in general office support duties?

• Yes

• No

04

Please list your employers, positions held, duties performed and dates/length of employment to illustrate that you possess the required two (2) or more years experience in general office support duties. Please be sure this information that you provide in response to this question is indicated in your application as well.

05

Do you have strong customer service skills?

• Yes

• No

06

Please give an example(s) to illustrate your strong customer service experience. Please list your employers, positions held, duties performed and dates/length of employment.

07

This position requires screening customer calls and greeting walk-in customers. Do you have this experience?

• Yes

• No

08

Please describe your experience screening customer calls and greeting walk-in customers. Please list your employers, positions held, duties performed and dates/length of employment.

09

Please indicate below your level of experience with Microsoft Word.

• Beginner

• Intermediate

• Advanced

• No Experience

10

Please indicate below your level of experience with Microsoft Excel.

• Beginner

• Intermediate

• Advanced

• No Experience

11

Please indicate below your level of experience with Microsoft Powerpoint.

• Beginner

• Intermediate

• Advanced

• No Experience

12

Please indicate below your level of experience with Microsoft Access.

• Beginner

• Intermediate

• Advanced

• No Experience

13

Please indicate below your level of experience with Publisher.

• Beginner

• Intermediate

• Advanced

• No Experience

14

Do you have experience in developing, managing, and creating reports in Microsoft Access?

• Yes

• No

15

Do you have experience with database development, data management, and report production?

• Yes

• No

16

Do you have experience with time keeping and payroll using ADP or a related automated payroll system?

• Yes

• No

17

Please give an example(s) to illustrate your experience with time keeping and payroll using ADP or a related automated payroll system. Please list your employers, positions held, duties performed and dates/length of employment.

18

Do you have experience with Enterprise One or a related automated financial system?

• Yes

• No

19

Please provide examples of work to illustrate your proficiency working with Enterprise One or a related automated financial system. Please list your employers, positions held, duties performed and dates/length of employment.

20

Do you have experience maintaining and managing electronic calendars, e-mails and coordinating and scheduling meetings?

• Yes

• No

21

Please give an example(s) to illustrate your experience with maintaining and managing electronic calendars and e-mails. Please list your employers, positions held, duties performed and dates/length of employment.

22

Have you been responsible for processing, tracking and maintaining office supplies?

• Yes

• No

23

Please give an example(s) to illustrate your experience with processing, tracking and maintaining office supplies. Please list your employers, positions held, duties performed and dates/length of employment.

24

Have you been responsible for processing and tracking personnel-related correspondence of a confidential nature?

• Yes

• No

25

Please give an example(s) to illustrate your experience with tracking confidential correspondence. Please list your employers, positions held, duties performed and dates/length of employment.

26

Are you willing and able to work scheduled and unscheduled overtime?

• Yes

• No

27

Are you willing and able to work up to twelve (12) hours during severe weather conditions on an as needed basis?

• Yes

• No

28

Note: Accredited University or College is the recognition from an accrediting agency that an institution maintains a certain level of educational standards. The U.S. Department of Education maintains a database of accrediting agencies it recognizes for schools within the United States. For a University or College outside the United States, the applicant must provide documentation of accreditation and educational equivalency, which can be accomplished through a credential evaluation service. Applicants with a foreign degree must provide this documentation upon the close of the announcement. Have you attached the appropriate documentation to verify your education?

• Yes

• No

29

Did a county employee refer you? If yes, indicate their name, department and badge/id number. If you weren't referred by an Employee indicate N/A.

Required Question

Agency Anne Arundel County

Address Heritage Complex

2660 Riva Road, First Floor

Annapolis, Maryland, 21401

Phone (410) 222-7595

Website http://www.aacounty.org/Personnel/Index.cfm