Administrative Assistant III (14728, Grade HC6)

The Maryland-National Capital Park & Planning Commission; Largo (MD); On-site; USD 65,000 - 90,000; Full time

Job summary

The Maryland-National Capital Park and Planning Commission is seeking an Administrative Specialist III to support Financial Management, Purchasing and Contracting, HR, and program administration within the Prince George's County CIP framework.

The role emphasizes accuracy, process improvement, and timely coordination with division staff, vendors, and management. Strong MS Office and enterprise system experience is valued.

Qualifications

• High school diploma or GED required; 4+ years in admin/clerical support with 1+ year in admin management areas.
• Equivalent combination of education and experience may be substituted for 4 years total.
• Experience with purchasing, budgeting, and HR transactions is preferred.

Responsibilities

• Prepare, monitor, audit, and reconcile purchasing and payment records and invoices.
• Monitor vendor payments and resolve discrepancies with Accounting and project managers.
• Process employee expense reimbursements for accuracy and policy compliance.
• Administer Capital Asset Inventory audits and maintain asset records.

Skills

Analytical thinking

Attention to detail

Organizational skills

Time management

Adaptability

Education

High school diploma or GED

Equivalent education/experience 4+ years

Tools

Microsoft Office

e-Builder

Trimble Construct

ERP/financial systems

Job description

Do you want to be part of an award-winning team that positively impacts the lives and well-being of Prince George's County residents? The Maryland-National Capital Park and Planning Commission is seeking a detail-oriented, analytical professional to join our team as an Administrative Specialist III.

The Prince George's County Department of Parks and Recreation, Capital Planning and Development Division is responsible for formulating, monitoring, and implementing the six-year Capital Improvement Program (CIP), delivering new and renovated parks, playgrounds, athletic fields, and aquatic and community centers.

Financial Management (Budgeting, Accounting, and Financial Analysis)

• Prepares, monitors, audits, and reconciles purchasing and payment records, including purchase orders, purchase card requests, requisitions, invoices, and payment applications; verifies calculations, budget codes, and compliance with Commission policies and procedures; identifies discrepancies and works with project managers, the Accounting Division, and vendors to resolve them.
• Monitors the status of vendor payments; analyzes aging and payment issues; recommends actions to ensure timely and accurate processing; coordinates resolution with Accounting and project managers.
• Reviews and processes employee expense reimbursements for accuracy, completeness, and policy compliance; researches and resolves payment issues in accordance with Commission policies and procedures.
• Conducts the annual Capital Asset Inventory audit for the Division; reconciles asset records against physical inventory; analyzes variances and prepares audit reports for the Accounting Division.

Purchasing and Contracting

• Serves as purchasing coordinator for the Division; obtains and evaluates price quotes; recommends products and suppliers within established guidelines; prepares and processes procurement documentation in compliance with Commission purchasing policies.
• Reviews purchase requests and supporting documentation for compliance with policies and procedures, fund availability, potential duplication, and opportunities to consolidate purchases; recommends approval or corrective action.
• Routes and tracks contracts, invoices, and change documentation for review, approval, and processing; monitors orders, deliveries, and payments; maintains liaison with Central Purchasing regarding vendors, products, and procedures; communicates with vendors to resolve issues.

Human Resources Management Support

• Supports the Division's staffing activities, including recruitment coordination, interview scheduling and participation, onboarding and offboarding of employees, and workspace and equipment setup for new hires.
• Prepares and reviews HR transactional paperwork, including requests for personnel actions and related documents, and routes them for approval; verifies accuracy and compliance with Commission policies and procedures; maintains confidential personnel records and coordinates records archiving.

Program Administration and Analysis

• Administers the Division's Safety Program; selects and applies applicable safety guidelines; tracks PPE requirements, forms, vouchers, receipts, and related documentation; monitors compliance and identifies and reports gaps to management.
• Administers the Division's fleet program; maintains vehicle, maintenance, fuel, and safety-equipment records; schedules and coordinates preventive maintenance; verifies that employees are trained and authorized to operate fleet vehicles; processes and tracks traffic citations, including employee notification and payment tracking; prepares related reports. Incidental travel to another site to exchange pool vehicles may be required.
• Prepares and coordinates correspondence, reports, permits, and other technical and administrative documents, including consolidating and editing input from professional and management staff.
• Reviews administrative processes and transactions; identifies the need for revised, enhanced, or new standards, procedures, and processes; drafts recommended revisions and assists with implementing improved practices.
• Organizes and prepares final capital project records for archival storage in accordance with records retention requirements, including drawings, manuals, reports, surveys, invoices, and photographs.
• Maintains confidentiality of data, including legally protected personal information, proprietary and pre-decisional information not subject to public disclosure, and other sensitive programmatic data.

Community Engagement Support

• Assists in preparing materials and logistics for stakeholder events; drafts handouts, promotional materials, and surveys; coordinates with internal Divisions to secure approvals and produce materials.
• Tracks and compiles community input; analyzes and summarizes feedback; prepares reports for management; maintains outreach contact data. Participates in community-based events on occasional evenings and/or weekends.

Division Operations Support

• Serves as a liaison with other Department teams to coordinate administrative functions and resolve operational issues; coordinates large meetings and events with internal and external stakeholders in support of capital projects.
• Assists with management of Division office space by submitting and tracking facility maintenance requests and communicating facility information to affected employees.
• Uses Microsoft Office, e-Builder, Trimble Construct, enterprise systems, and other specialized software to support planning, scheduling, communication, data management, timekeeping, invoicing, procurement, research, and reporting functions.
• Stays informed of developments and changes in guidelines applicable to assigned functional areas; performs other duties as assigned.

Minimum Qualifications (MQs)

1. High school diploma or a Certificate of General Educational Development (GED).
2. Four (4) years of progressively responsible experience that includes at least two (2) years in administrative and clerical support work and at least one (1) year of technical support experience in the administrative management areas of the specific position to be filled.
3. An equivalent combination of education and experience may be substituted, which together total 4 years.

Preferred Qualifications

• Experience with financial reconciliation, accounts payable, procurement, or purchasing card administration.
• Experience supporting HR transactions, recruitment, or onboarding processes.
• Experience with enterprise or project management systems (e.g., e-Builder, ERP/financial systems).
• Strong analytical and problem-solving skills with close attention to detail.
• Exceptional organizational and time management skills; strong written and oral communication.
• Adaptability, discretion with confidential information, and a self-starter orientation with a willingness to help wherever needed.

Class/Specification: Administrative Assistant III

May be subject to medical, drug and alcohol testing.

The Maryland-National Capital Park and Planning Commission (M-NCPPC) is an Equal Opportunity Employer. We celebrate a workplace culture of diversity, equity and inclusion without discrimination or harassment on the basis of race, color, religion, sex, age, national origin, sexual orientation, marital status, disability, genetic information, gender identity, or any other non-merit factor.

Applicants with Disabilities under the Americans with Disabilities Act.

If you require accommodations or special arrangements due to a qualifying disability, please notify the Recruitment & Selections Services Unit at the time of applications at or 301-454-1411 (Maryland Relay 7-1-1)

M-NCPPC will make all efforts to reasonably accommodate you