Office Administrator, Baltimore County, Towson, MD


Baltimore County -
N/A
Towson, MD, US
N/A

Office Administrator

Job description

Salary: $42,988.00 - $49,757.00 Annually

Location : Towson, MD

Job Type: MERIT

Job Number: 01.602 05-24

Department: ENVIRONMENTAL PROTECTION AND SUSTAINABILITY

Opening Date: 05/02/2024

Closing Date: Continuous

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 promotions and 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.

Employment Benefits for Full-Time, Merit or Classified Employees

Baltimore County General Government offers the following benefits to full-time,merit or classified employees. Some benefits vary for sworn employees of the Police and Fire Departments. New employees are eligible for benefits upon hire, unless noted otherwise.

Equal Opportunity Employer
Baltimore County is an equal opportunity employer and encourages minority, female and disabled applicants.

Smoke free workplace
All Baltimore County offices are smoke free.

Drug free workplace
Baltimore County provides a drug free workplace. Prospective employees are required to submit to urinalysis drug testing as part of the pre-employment physical examination.

Salary

Annual Salary review - Step increases may be granted on anniversary date based on satisfactory job performance
General Increases - Cost of living increases and adjustments may be granted as legislated.
Longevity Increases - In accordance with the specific pay schedule, a full-time merit or classified employee may receive a longevity increase, equivalent to one step, upon completion of a certain number of years of classified service with the County.

Employee Assistance Program
Our Employee Assistance Program provides confidential and professional assessment and referral assistance for employees and eligible dependents in the household who are experiencing personal problems that may be affecting work performance, job satisfaction, or overall quality of life.

Health Insurance
Health Insurance benefits elected become effective the first day of the month following the date of hire if the employee has completed online enrollment prior to that date. New employees must enroll within thirty (30) calendar days of hire. Plans offered include:

Medical, Prescription, Dental and Vision insurance.

Flexible Spending Accounts
Opportunity to set aside pre-tax dollars, through payroll deduction, for eligible unreimbursed medical care expenses and/or dependent care costs.

Life Insurance
Employees may elect basic term life insurance for themselves equal to one time the employee's annual salary, rounded to the next higher $1,000. Employees contribute a portion of the premium through monthly payroll deductions. The County also offers an Additional/Employee paid Life Insurance plan with coverage up to $100,000.

Retirement
Employees are required to participate in the Baltimore County Employees' Retirement System (ERS), with very limited exceptions.

Paid Leave
Paid benefits listed below vary depending upon the Classification.

Sick Leave
Vacation Leave
Personal Leave
Holidays
Bereavement Leave
Jury Leave
Military Leave

Baltimore County Employees Federal Credit Union
Membership in Baltimore County Employees Federal Credit Union offers a full range of savings programs, loans, checking, direct deposit, payroll deduction, savings bonds, and other financial services.

Direct Deposit
Payroll through direct deposit to the financial institution selected by employee is required.

Educational Assistance
70 to 80 percent tuition reimbursement following successful completion of pre-approved courses related to position. Amount of reimbursement and fiscal year dollar limitations vary with bargaining group.

Deferred Compensation
Nationwide Retirement Solutions offers a 457 retirement plan allowing for payroll contributions of tax deferred dollars to investment options of your choice.

Disclaimer
This is only a summary of benefits and policies in Baltimore County. Any benefit or policy may be changed at any time at the discretion of the administration. This summary does not constitute an express or implied contract, nor does it constitute a guarantee that your employment relationship will continue for any specified period of time or end only under certain conditions.

01

The purpose of the supplemental questions listed below is to further evaluate your experience and education to determine your eligibility for this job classification. Answer each question accurately and thoroughly. To be considered for this position, the experience you indicate in your responses to the supplemental questions must also be described, in detail, on the Work History/Experience section of this application. Questions with text answers require you to include the name of the employer/organization and dates of the specific experience.
  • I have read and acknowledge the above instructions.


02

Failure to complete all fields of the "Work Experience/History" section of the application will result in your application not being considered. A resume will not be considered in determining your qualifications for this position. Applicants selected for an interview may provide a resume at that time.
  • I have read and acknowledge the above statement.


03

Are you currently a merit (full-time), non-merit (part-time), or temporary employee of the Baltimore County General Government?Employees of Baltimore County Public Schools, Baltimore County Public Library, Baltimore County's court systems or Baltimore County Community College and employees of temporary services used by the County are not considered employees of the Baltimore County General Government.
  • Yes
  • No


04

The position you are applying for requires proof of education and/or licenses beyond high school in order to qualify. You must submit this proof as instructed on the job posting. If you do not submit the transcript(s) or license(s) by the closing date, your application will not be considered further.
  • I have read and acknowledge the above instructions.


05

Select the option that best describes your combination of education and experience.
  • Master's degree in any field.
  • Bachelor's degree in any field.
  • Associate's degree and one (1) year of typing, word processing or secretarial experience.
  • High School or an appropriate equivalent and three (3) years' typing, word processing or secretarial experience.
  • I do not have any of the above combinations of education and experience.


06

SPREADSHEETS Select the spreadsheet software you have regularly used for at least one (1) year in a full-time (minimally 30 hours/week) work environment.
  • Microsoft Excel
  • Quattro Pro or other
  • I have not used spreadsheet software regularly for at least one (1) year in a full-time (minimally 30 hours/week) work, volunteer or school environment.


07

TIME & ATTENDANCE Select the time and attendance software you have regularly used for at least one (1) year in a full-time (minimally 30 hours/week) work environment. Check all that apply.
  • OLTA
  • ADP
  • PeopleSoft
  • Workday
  • Other time & attendance software
  • Not Applicable. No experience as described above.


08

Software Select the software and/or other systems with which you have specific education and/or experience. Check all that apply.
  • Microsoft Windows 2016
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Access
  • Microsoft PowerPoint
  • Microsoft Publisher
  • Microsoft Teams
  • Outlook
  • Office 365
  • WebEx
  • Google Meet
  • Cassworks
  • I do not have experience in any of the above software applications.


09

Word Processing Select the option that best describes your experience using Microsoft Word or other word processing software.
  • Create, format, modify, merge, track changes to and print text documents, outlines, tables, charts, labels, envelopes, forms and other documents.
  • Create, format, modify and print letters and other text documents.
  • Not applicable. No experience as described above.


10

Do you have experience supervising administrative and clerical support staff? Note: If you check "yes" to this question, it means that you have experience administering disciplinary actions, leave management and conducting performance evaluations. Your supervisory experience must be on a consistent basis. Filling in for a manager when they are absent or as needed does not constitute full supervision of staff.
  • Yes
  • No


11

Provide specific example(s) of the experience you cited in the previous question. Include the employer(s) and date(s) you performed these duties. If you chose "No" in the previous question, respond by entering N/A to this question.

12

Select the budgeting duties in which you have experience. Check all that apply.
  • Researching and gathering budgetary data
  • Preparing budget projections
  • Preparing budget requests, justifications and related documents
  • Monitoring budget expenditures
  • Participating in the formulation, execution, and control of a budget
  • Maintaining automated purchasing and financial systems
  • I do not have experience with any of the tasks listed


13

Select the tasks you are/were responsible for in the procurement of goods, services, supplies or equipment. Check all that apply.
  • Preparing and processing contracts
  • Maintaining automated purchasing systems
  • Providing advice or guidance regarding procurement decisions
  • Reviewing purchase requests, requisitions, or direct payments
  • Monitoring procurement card purchases
  • I do not have experience with any of the tasks listed


14

Many positions require working with clients or customers, either on the telephone or in person. Choose the answer that best describes your experience.
  • I have customer service experience dealing with customers/clients in person
  • I have customer service experience dealing with customer/clients on the telephone
  • I have customer service experience dealing with customers both in person and on the telephone
  • I have little or no experience dealing with customers/clients in person or on the telephone


15

Select the option which best describes your experience with Human Resources policies and procedures.
  • More than 10 years' experience with Human Resources policies and procedures.
  • At least 5 years' experience with Human Resources policies and procedures.
  • At least 2 years' experience with Human Resources policies and procedures.
  • Less than 2 years' experience with Human Resources policies and procedures.
  • I do not have any of the experience as listed above.


16

Do you have experience submitting invoices, collecting money, or disbursing funds?
  • Yes
  • No


17

Provide specific example(s) of the experience you cited in the previous question. Include the employer(s) and date(s) you performed these duties. Be certain that this experience is also described, in detail, on the Work History/Experience section of this application.If you chose "No" in the previous question, respond by entering "N/A" to this question.

18

Positions in this classification handle very sensitive and confidential information. Mishandling and/or communication of this sensitive and confidential information will result in termination of employment.
  • Yes, I am willing to accept these conditions of employment.
  • No, I am not willing to accept these conditions of employment and therefore I understand I will not be considered for this position with Baltimore County Government.


19

The work of this classification is essentially sedentary, with occasional walking and/or lifting or other restricted activities. Are you will and able to accept this condition of employment?
  • Yes
  • No


20

Applicants selected for an appointment to a position in Baltimore County must successfully complete an employment investigation, including, but not limited to criminal background, education, and fingerprinting checks. Are you willing to accept these conditions of employment?
  • Yes
  • No


21

I understand I am responsible for maintaining the accuracy of my contact information, including my street address, my e-mail address, and my contact telephone numbers. My failure to maintain accurate contact information may result in my not receiving information regarding this job announcement and/or may result in my not being further considered for this employment opportunity. To update this information visit www.governmentjobs.com, click on the "career seekers" link, and follow the prompts.
  • I have read and acknowledge the above instructions.


Required Question

Full-time 2024-07-14
N/A
N/A
USD

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