Office Assistant

2 weeks ago

Baltimore, Maryland, United States Baltimore County, MD Full time
Job Title: Office Assistant

Job Summary:

We are seeking a highly organized and detail-oriented Office Assistant to join our team at Baltimore County, MD. The successful candidate will provide administrative support to our office, ensuring the smooth operation of our daily activities.

Key Responsibilities:
  • Perform comprehensive word processing, typing, and other clerical duties in support of the office.
  • Use automated office systems to prepare various letters, memos, and other materials from draft or specific instructions.
  • Select the appropriate letter or memo format, proofread and edit documents for grammar, punctuation, and spelling, and prepare documents for distribution or mail.
  • Originate procedural correspondence such as form letters and routine notices to respond to requests for information or to begin office processes.
  • Set up and maintain office databases and logs.
  • Access databases to establish, retrieve, review, update, track, and revise a variety of office records.
  • Perform queries and compile routine reports from various data sources.
  • Assemble data for inclusion in narrative and statistical reports.
  • Create and update office spreadsheets.
  • Establish and maintain confidential alphabetical, chronological, or subject matter files and records.
  • Locate, extract, and summarize information from files for preparation of reports or to respond to inquiries, routine requests, or complaints.
  • Determine release of information according to established procedures and confidentiality.
  • Initiate the process of purging and updating files.
  • Open, date stamp, and distribute incoming mail to appropriate staff.
  • Track the handling of correspondence and/or written complaints to the time of completion.
  • Ensure office responses are completed in a timely manner.
  • Greet and direct clients and visitors.
  • Respond to inquiries of a routine nature regarding County, department, and/or program policies in person, by telephone, or by regular or electronic mail.
  • Collect information regarding more complex inquiries and refer to appropriate staff for follow-up as necessary.
  • Maintain calendars, schedules appointments and meetings, and reserve meeting room facilities or space.
  • Prepare or assist in the preparation of personnel-related documents and forms.
  • Perform timekeeping functions for the work unit.
  • Prepare payroll and track leave usage.
  • Operate office machinery, such as microcomputers, photocopiers, fax machines, calculators, telephones, scanners, and printers.
Requirements:
  • Possession of a high school diploma or an appropriate equivalent.
  • One year of typing, word processing, or secretarial experience.
Working Conditions:

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

Benefits:

Baltimore County offers a comprehensive benefits package to its employees, including health insurance, life insurance, retirement plans, and paid leave.

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