Administrative Assistant III (14728, Grade HC6)
Maryland-National Capital Park and Planning Commission
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Job summary
The Maryland-National Capital Park and Planning Commission seeks an Administrative Specialist III to support the Division's financial management, purchasing, HR, and program administration functions in Prince George's County. You will apply policies, prepare reports, and handle confidential information as an independent contributor.
Under general supervision, you will coordinate procurement, budget monitoring, employee onboarding, and division records, contributing to capital projects and
Qualifications
- High school diploma or GED with 4 years of progressively responsible administrative experience.
- Experience in budgeting, purchasing, HR transactions, and records management preferred.
- Ability to prepare reports and maintain confidential information accurately.
Responsibilities
- Supports budgeting, accounting, and financial analysis for the division.
- Coordinates purchasing, contract routing, and vendor communications.
- Assists HR transactions, onboarding, and personnel records management.
- Manages program administration tasks and prepares technical documents.
Skills
Education
Tools
Job description
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.
Under general supervision, the incumbent performs specialized analytical and administrative work supporting the Division's financial management, purchasing and contracting, human resources, and program administration functions. Working as an individual contributor, the incumbent selects and applies Commission guidelines, policies, and procedures to conduct, monitor, and review business transactions; independently resolves routine problems; identifies the need for revised or new procedures and processes; and prepares reports and analyses that have important impact on the administrative management of the Division. Work is frequently confidential or sensitive in nature.
Examples of Important Duties
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- High school diploma or a Certificate of General Educational Development (GED).
- 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.
- An equivalent combination of education and experience may be substituted, which together total 4 years.
- 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
The following benefit summary is provided for informational purposes only and is not, nor should be construed as an employment agreement with the M-NCPPC, implied or actual. It is not all-inclusive and is subject to change. Benefits listed are extended to all Merit System employees of the Maryland-National Capital Park and Planning Commission (M-NCPPC). All plans are optional except the Defined Benefit and Long-Term Disability plans.
Eligibility
You have 45 days from your hire date to elect your benefits. Your coverage begins on the first of the month following receipt of your enrollment forms and required documentation.
Retirement Programs
- Defined Benefit Plan (Mandatory Participation) – Plan E excludes FOP members.
Plan Employee Contribution Plan C 9.5%* of base salary (FOP members only) Plan E 4% of base salary up to maximum Social Security Wage Base (SSWB) and 8% in excess of SSWB.
- 457 (b) Plan (Optional) [Pre-tax and Roth]
- Traditional and Roth IRAs (Optional)
- Retiree Healthcare – Eligibility requires, at least 10 years of eligible service and continuous enrollment in M-NCPPC plans (or proof of continuous enrollment in comparable plans) during the 36 months immediately preceding your retirement date. Premium cost share based on years of service
Health Insurance Plans (FOP Members Pay 23% for Medical, Prescription and Dental and same as all other employees for Vision.) All other employees pay percentage below.
- Medical
- Kaiser Permanente Health Maintenance Organization (HMO) – (15%)
- UnitedHealthcare Select Exclusive Provider Organization Health Plan (EPO) – (20%)
- UnitedHealthcare Choice Plus Point of Service (POS) – (20%)
- Prescription – CVS Caremark – (15%)
- Dental – Delta Dental PPO and DeltaCare USA HMO – (20%)
- Vision – EyeMed – (80% of Low Option plan paid by Commission. Any balance paid by employee.)
- Low, moderate, and high options are available. Frequency of covered services differs.
Flexible Spending Accounts (Employee Pays 100%)
- Medical Account – Maximum annual contribution: $3,300
- Dependent Care Account – Maximum annual contribution: $7,500
Long-Term Disability Insurance (Mandatory Participation)
- Employee Pays 20%: Commission Pays 80% (FOP Members Pay 100%)
- Benefits paid at 66 2/3% of base salary, maximum of $6,000/month
Supplemental Long-Term Disability Insurance (Employee Pays 100%)
- Benefits paid at 66 2/3% of base salary that exceeds $108,000; capped at $216,000
Basic Life and AD&D Insurance (Employee Pays 20%: Commission Pays 80%)
- Two (2) times base salary; maximum benefit is $200,000 for each
- Automatic coverage with opt-out provision
Supplemental and Spouse/Dependent Life Insurance (Employee Pays 100%)
- Supplemental – 1,2,3,4, or 5 times base salary; maximum benefit is $750,000
- Spouse/Dependent Combination - $10,000/$5,000, $20,000/$10,000, or $30,000/$15,000
Sick Leave Bank (Contribution and Benefit hours prorated for part-time employees)
- Employees have 60 days from date of hire to enroll.
- Employee contributes 8 leave hours each year
- Annually covers up to 688 hours for own serious medical condition, and 480 hours for parental responsibilities (birth, adoption or foster care), and 80-160 hours for serious medical condition of an immediate family member
Leave Programs
- Annual: 15 days per year
- Personal: 3 days per year (12-month waiting period)
- Sick: 15 days per year
- Holidays: 11 days per year
- Credit Union
- Employee Assistance Plan
- Legal Services Plan
- Tuition Assistance Program
- Wellness Program
- Work-Life Program
For a more detailed description of benefits, please contact the Commission’s Health and Benefits Office at benefits@mncppc.org or 301-454-1694.
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