Office Administrator

3 weeks ago

Towson, United States Baltimore County, MD Full time

**Salary**
- $42,988.00 - $49,757.00 Annually**Location**
- Towson, MD**Job Type**
- MERIT**Job Number**
- 01.602 04-24**Department**
- HHS/FINANCE & ADMINISTRATION**Opening Date**
- 04/17/2024**Closing Date**
- Continuous**DESCRIPTION**

**BENEFITS**

**QUESTIONS**

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

A vacancy exists in the Department of Health and Human Services, HHS Finance and Administration Operations.

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.-
**Examples of Duties**:
**Job Purpose**
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.

**Essential Job Duties**
- 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.
- Assists in the development of a limited to moderate size budget.
- Creates and processes and/or approves purchase orders.
- Receives and verifies bills.
- Monitors expenses made against budget accounts.
- Balances and reconciles records.
- Prepares a variety of 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.
- Maintains calendar for management.
- Makes travel arrangements and secures itineraries and processes reimbursement requests.
- 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**:
Possession of a high school diploma or an appropriate equivalent
**Plus**
At least 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 o

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